Assistant Operations Manager

What this job involves

The Assistant Operations Manager will support the Head of Operations and Technical Services Manager in the delivery of all landlord operations at 20/22 Ropemaker to the highest possible standard, whilst collaborating effectively with the General Manager, Technical Services Manager, JLL Property & Asset Management and all other site teams to ensure the scope of the Property Management Agreement (PMA) is met.

Team Structure

The AOM will seek direction from the Head of Operations, taking guidance as appropriate and will work closely in a number of ‘virtual teams’ within PAM including: Client Relationship Directors (CRDs), Contract Directors (CDs), Management Services, Client Financial Services (CFS).

What your day-to-day will look like

Facilities (property/portfolio) Management - Supporting the Head of Operations and Technical Services Manager to;

• Assisting the management of all daily operational requirements and initiatives including but not limited to Horizontal and Vertical Cleaning, Front of House, Security, Engineering Fabric delivery, vertical transportation systems and Reception services
• Ensure we are delivering client KPIs as identified within the agreed PMA (Property Management Agreement)
• Assist in the procurement of all supplies and services at the property in accordance with the JLLs PAM procurement program. This will include the use of accredited Contractors only, usually on the basis of framework agreements, and JLLs purchase ordering systems
• Establish and maintain proper site records in accordance with best practice rules
• Assist in the financial management of the property, including the preparation of invoices, and purchase orders
• Promote outstanding customer service and professionalism within the department and among stakeholders
• Ensure that on-site management of the properties is undertaken in accordance with JLLs polices, processes and procedures as defined on the PAM Process Hub site (Connect)
• Assist in the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices
• Support and implement building accreditations such WELL and BREEAM in day-to-day operations
• Monitor contractor performance against agreed standards
• Ensure familiarity with the building's smart systems, ICT, and mechanical/electrical equipment
• Assist the building’s ‘Social Responsible Management’ (H&S and environmental/sustainability) activities
• Assist in the implementation of minor works including ownership of the fabric maintenance contract
• Maintain, test and implement disaster planning procedures to cover all emergencies. To help organise and co-ordinate fire evacuation and bomb drills and other building-wide impacting events
• Assist in the development and maintenance of occupier handbooks
• Regularly help and liaise with occupiers as a point of contact for advice and guidance in connection with the day-to-day physical operation of the building (in support of the Head of Operations)

Skills & Qualifications

• Commercially astute
• Senior stakeholder management skills and an ability to understand business ideas
• Previous experience working for a company within the property industry or from a similar business line, with client facing experience
• Supportive in driving operational business change
• Clear and effective communicator (written & verbal) - capable of effectively conveying information and instructions to stakeholders, peers and team members
• Organized and detail-oriented - skilled at managing multiple tasks and ensuring accuracy and quality in work
• Driven to achieve results
• Someone who embraces a ‘growth mindset’