We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.
We’re a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 77,000 individuals.
And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.
If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-
changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best.
We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions join us at JLL!
Location Beirut, Lebanon What this job involves
Attend coordination meetings with consultants and the project team and provide constructive feedback on architectural / operational issues.
Coordinate with the sales / finance / handover team to ensure smooth handover of units to owners.
Agree and communicate the management strategy on how the development will be managed in terms of offer and level of service.
Manage all owner, resident and tenant information. Files must be stored safely.
Manage key control on the individual buildings / master community. This duty may be delegated, but it is the Estate Manager’s responsibility.
Manage all communication via letter email or telephone coming from the owners, residents, tenants within the community to ensure accuracy of information and quality of content.
Manage all legal communications via the appointed legal advisory company.
Manage on-site inspection of master and building common areas to ensure high standards of property and facility management services are being administered.
Apply, renew and manage all types of buildings / community insurances in order to ensure no gaps are existing and full insurance is covered at all times.
Plan community events promoting the spirit, wellbeing and cohesiveness of the community.
Liaise with government authorities for issues concerning roads, utilities, emergency services, civil defence project registration, legislation etc.
Manage the development and implementation of the community policies and procedures to ensure fulfilment of legislative / procedure requirements and alignment to operations.
Develop the operational plan for the community health club / other facilities including operational timings, exercise classes, ladies timings, towels, water etc
Ensure adherence of owners, residents and tenants to community and building rules and regulations
Tender the Facility Management contract and other specialist services include scope, service level agreements (SLA’s) measurable key performance indicators (KPI’s) and terms and conditions etc
Ensure via competitive tendering that the FM offer continually offers value for money in terms of price competitiveness in the overall market
Manage the execution of facilities management and specialist services provision in terms of SLA’s and KPI scoring as well as review of day to day PPM / reactive schedules and attendance.
The facility management scope will cover maintenance, cleaning and security of the master community common areas (public realm) and building common areas (brief scope for FM below)
Master Community Common Area (Public Realm)
Infrastructure Maintenance sewerage, potable water, electrical and drainage systems, secondary district chilling system, community roads, pavements, lighting and recreational areas.
Infrastructure Cleaning - community roads, pavements, lighting and recreational areas.
Master Community Waste Management
Master Community Security - Security Management Plan / Access & Egress / CCTV / etc
Building Common Area Maintenance of building architectural, MEP and FFE. Cleaning of all common areas. Waste management.
Utility consumption etc.
Review facility management Standard Operating Procedures (SOP s) for maintenance, cleaning and security for on-site operations.
Address daily security reports as necessary ie accident & incident reporting and escalate serious accidents / incidents with potential financial / brand cost as per escalation policy and procedure.
Oversee fit-out works supervision for third-party owners to ensure fit out procedures are followed and installations are to agreed standards.
Prepare Environmental Plan in coordination with the Facility Manager.
HEALTH & SAFETY
Manage the community and building’s Environmental Health and Safety Management System (EHSMS) with the Facility Manager.
Documents within this system should include a third party fire and safety risk assessment (twice annually), Emergency Evacuation Operations Plan and a Security Management Plan.
Comply with all relevant environment, health and safety procedures to ensure a healthy and safe work environment.
Attend monthly HSE Meetings with all main service providers and external stakeholders as applicable.
Address all comments, queries and complaints coming through telephone, email or opened job cards regarding the infrastructure services, common areas maintenance and soft services such as security, cleaning and landscaping.
Ensure job cards for all complaints for any services registered from owners, residents and tenants.
Prepare annual service charge budgets and quarterly financial statements in respect to collections and expenditure.
Establish and maintain general and reserve funds in order to ensure community is in healthy financial position.
Allocation of service charge budget fairly among the buildings and units of the project
Invoice service charge allocation to all owners
Manage the service charge expenditure within the confines of the budget categories in line with policy and procedure.
Process service charge expenses within the budget categories in line with procurement policy and procedure.
Ensure service provider’s invoices are aligned to the categorization of the service charge budget.
Check all invoices of service providers against work in progress or completed and certify payments
Follow up on service charge payment defaults and aging debtors
HANDOVER OF BUILDINGS AND UNITS
During building handover witness testing and commissioning (non-technical) manage meter reading, receipt of documentation / drawings and training.
Manage deep cleaning arrangements of building post-handover
Manage snagging and follow reporting process of building and units
Manage Defects Liability Period (DLP) procedure for registering building and unit defects and follow up
Ensure legislative requirements met and critical planned preventive maintenance (PPM) assumed
During unit handover liaise with developer, sales, legal, owners and facility management to ensure smooth handover process in line with policy and procedure
Prepare collaterals ie Home Owner’s Manual, keys, PO Box keys, car park allocation, parking access cards, gifts etc to ensure all deliverables are properly passed to owners
UNSOLD STOCK CUSTODIAN MANAGEMENT
Co-ordinate snagging, defects, maintenance, cleaning and security arrangements for unsold stock.
Coordinate payment of all service charge fees or other levies of unsold stock
RETAINED STOCK MANAGEMENT
This could be perceived as a conflict of interest so a separate position will be responsible for this job description but this position will be overseen by and report to the Estate Manager)
Custodian for retained assets (apartments, retail F&B, offices. Also parking, gym (if applicable) ensure assets are being properly managed operated and maintained by tenants / management and operating firms
Manage snagging and follow reporting process of building / unit snags and follow up reporting.
Manage DLP period and procedure for registering building / unit defects and follow up
Ensure legislative requirements met and critical PPM assumed
Report on performance of the retained assets
Sound like you? To apply you need to be :
A degree in property or related field. MRICS would be a distinct advantage
8 years mixed community management experience as (PM or OA or POA)
Excellent written and verbal communication; people and time management, report writing; general accountancy; outlook; excel;
mystrata. Proven leadership skills.
Arabic as a second language would be useful but not essential. Experienced in dealing with high net worth individuals, the media, press and difficult customers.
Ability to handle pressure with grace. Positive attitude, flexible and pleasant personality. Good leader and team player.
Operational : Management of the master community and individual building common areas , Handover of buildings and units, management of retained assets and event management.
Reporting To : Project Director (based in Dubai)
Location : Beirut, Lebanon
Works with : External Stakeholders Contractors, Consultants, Suppliers, Service Providers, Owners, Residents / Tenants, Vendors, Hotel Operator and Hotel Visitors, Local Authorities.
Internal Stakeholders Sales & Marketing, Leasing, FM, Community Management, Development, Legal, Finance, Infrastructure, IT, QA / Q, Handover, Research.
What you can expect from us
You’ll join an entrepreneurial, inclusive culture. One where we succeed together across the desk and around the globe. Where like-
minded people work naturally together to achieve great things.
Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.
We’ll offer you a competitive salary and benefits package.
Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...