Current Vacancies at Hire Resolve JLL

Role Purpose

The Occupancy Planner is on the front line of solving today’s dynamic workplace challenges with hybrid and remote working strategies. Using the latest software and business intelligence tools, you will ensure all properties are optimized under the client’s workplace strategy. Join us and our client in creating inspirational, sustainable workplace experiences for our people and community.

What this job involves

As Occupancy Planner, you will solve the client’s occupancy and space issues within the framework of corporate workplace programs, metrics, and strategy. This includes responsibility for tracking, analysing, and updating space data to assist in the development of scenarios and options for our client's real estate portfolio across Middle East and Africa. Day-to-day deliverables would include tracking and managing utilization data and trends, analysis, reporting, visual charts & graphics, data audits & maintenance, and updating space layouts.

• Planning Activities: You will respond to end user requests for incremental office space and resolve their workplace issues by understanding their business needs. You will effectively gather the customer’s space requirements/scope through asking the right questions and active listening to understand the underlying business needs. You will then develop space solutions including stacking plans, block plans, allocation plans, and/or adjacency diagrams. Finally, you will present solutions and concepts that align with the workplace strategy and meet the business requirements. You will be responsible for seeing incremental space requests and churn moves through to completion. On larger projects, you will work with senior planners to support implementation of major projects, including tracking occupancy and allocations, and phased moves.
• Managing spaces: You will work regularly in CAFM/IWMS system to maintain space types, business org allocations, neighbourhoods, and other records. AutoCAD experience is required in order to maintain office floorplan layouts and produce furniture / layout test-fits for client projects. You will also support office reservation systems and perform administrative updates when space layouts change.
• Data & Reporting: Major requirements for you will be to get familiar with space utilization methods and the presentation of utilization data. You’ll work closely with local site teams across the client’s portfolio to gather and validate occupancy data related to people and space to be used in the measurement of space utilization and office efficiency.
• Fostering relationships: You’ll foster critical relationships between various individuals and organizations, and ensure coordination and collaboration among various business units, especially regional facility operations, transactions, and project management functions. You’ll interact with business leaders and the client’s internal CRE team up to the senior manager level.

Desired skills and experience for this job

• Workplace Principles: A working knowledge of office design principles; literacy in reading and interpreting floor plans; occupancy utilization; and workplace trends such as the mobile workplace. You understand hybrid working, sharing ratios, collaboration space, and the components of office space (desking, meeting, amenity, support, and specialized spaces).
• Creative thinker & problem solver: You can see the small moving parts that make up the big picture, develop multiple ways to solve a problem, and approach old problems with new ideas.
• Data and analytic skills: You have critical thinking skill sets and can tell a story through data. You will be successful on the job if you have skills in Microsoft Excel (pivot table, cell calculations). You are attentive to detail and accuracy - particularly numbers and trends. Proficiency in Microsoft Office Suite and the ability to consolidate data and floor plans into PowerPoint presentations for clients will be highly valuable for the job.
• Excellent communication skills are important – both written and spoken. An individual with strong interpersonal skills, able to understand complex ideas and communicate them to others, and an ability to interact with senior-level external and internal clients will be successful in the role.
• Diploma level qualification or higher in the real estate industry, or equivalent professional experience.
• 4 or more years work experience in occupancy or space planning for corporate clients; or interior office planning, furniture planning/management, move/project management, or related Facilities function in a corporate real estate role.

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What this job involves:

• Establish relationships with client Site Leads, Area and Regional FM managers, business partners such as EHS leads, IT to establish trust and credibility in the delivery of IFM services
• Resolve Hard services FM issues at sites under purview, escalating when needed
• Develop the team’s existing skills and add new competencies to enhance service and drive opportunities for more self-performance
• Drive performance as measured by client’s Key Performance Indicators
• Manage subcontractors and suppliers to deliver goods and services against contracts and expectations
• Managing on site teams including allocating resource, delegating workload, ensuring adherence to best practices etc.
• Drive and promote safety culture within portfolio including subcontractors, suppliers and visitors
• Liaising with the EHS team and assist with any technical issues arising from an incident, near miss, investigation or other circumstances which require an engineering subject matter expert.
• Ensure client satisfaction with delivery of Facility Management services and provide a lead role in monitoring and increasing customer satisfaction.
• Support in the implementation of short and long-term projects for the client as requested.
• Import JLL best practices in the interest of exceeding client goals and expectations
• Gap Analyses full sites PPM schedule against site assets. Report and align with client + drive mitigation.
• Review of as built against design for office area. Report and align with client + drive mitigation.
• Procurement of goods and services for client’s buildings utilizing Jones Lang LaSalle sourcing teams.
• Holding regular meetings with Landlord, ensuring that terms of lease are being provided to client- e.g. external maintenance, central plant management.
• Processing and controlling of invoices and work orders, opening and monitoring budgets in the financial system (Oracle), preparing and updating forecasts.
• Supporting the sites with failures and remediation of engineering items
• Working with the Line Manager and EMEA Engineering Regional Manager, evaluate, propose and implement appropriate tools/processes to support the engineering function and evaluation of best practice compliance.
• Coordinate the appointment of authorised Persons for respective fields (Electrical, confined space etc.)
• Full understanding of Technical budget across region
• Over sight and support for All Operations – providing real support (on-site and remote) to all engineering operations managed by JLL
• Assisting with issue resolutions
• Supporting recruitment activities
• Ensuing role out of consistent operations
• Develop and support a sustainability and sourcing focus, delivering quality, frugal and sustainable solutions for Client.
• Engage and collaborate with EMEA peer group to build consistency of solution/process across all soft services delivered.
• Actively support the EMEA Hard Services Best Practice & Quality Lead in developing standards, processes up and down the hard services organization
• Actively support the EMEA Procurement Lead on Procurement projects, savings paperwork, contract compliance and sustainability initiatives.
• SLA & KPI tracking systems (PPM and Critical PPM compliance measurement)
• Response time to Service Requests within the Client’s severity requirements
• Measure preventative maintenance compliance on a monthly basis for Facility assets
• Measure preventative maintenance compliance on a monthly basis for critical equipment such as MDF, IDF rooms and others
• Compliance with local Health and Safety regulations
• Customer Satisfaction
• Pursue continuous improvement

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Client/Stakeholder Management 

• Connect to key stakeholders at the site and gains buy-in when appropriate.  
• Communicate issues, actions and results in real-time to the right stakeholder. 
• Develop, gain consensus for, and implement the Best Practice for assigned areas of responsibility across portfolio of sites.  
• Communicate and interact at all levels modulates content and ways of communicating accordingly.   
• Responsibility for meeting KPI’s and SLA’s defined within the contract.  
• Understand that client and JLL objectives need to be compatible, i.e. deliver to the client operationally and financially, whilst ensuring JLL financial interests are protected 

Operations Management 

• Delivers the services required in the contract.  
• Monitors array of metrics and manages site to ensure proper optimal operations.  
• Integrates service delivery by connecting everything related to the building experience.   
• Hold Landlords accountable, ensuring that terms of lease are being provided to client e.g. external maintenance, central plant management.  
• Detailed knowledge of MSA & escalate scope changes / scope creep with potential to impact to MSA Procurement & Vendor Management. 
• Ensure that contracted resources deliver work to meet duration and quality targets, addressing and ensuring the correction of underperformance issues.  
• Develop a close working relationship with all of the vendors under his/her control to ensure that they fully understand the Client culture and are made to feel part of the team delivering a high-quality service. 
• Proactively involved in ensuring that services are reviewed and refinements made to enhance these services 

Financial Management 

• Manage processing and controlling of purchase orders, invoices and work orders. 
• Approve purchases of supplies and equipment for use at managed office buildings.  
• Work with the Financial Manager to prepare the final budget documentation / plans and administers the works to ensure budget compliance   

People Management  

• The FM is responsible for the management, supervision, and professional development of all direct reports.  
• Establish written goals and objectives for employees directly reporting to the role of FM.  Conduct periodic formal and informal performance evaluations via Workday.  
• Develop training program and career path for employees.  Assure succession planning is in place for all team members. 

HSSE & Quality Management    

• Ensure that all defined services are completed in accordance with all operating procedures, statutory requirements, and within the client procedures, guidelines and country legal requirements for Health and Safety.  
• Updating and maintaining official safety documents, liaise with government authorities.  
• Understand & actively support JLL’s Quality Management program