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
Coordinate with the sales / finance / handover team to ensure smooth handover of units to owners
Manage all owners, resident and tenant information. Files must be stored safely
Manage key control on the building / units.
Manage all communication via letter email or telephone coming from the owners, residents, tenants within the properties to ensure accuracy of information and quality of content
Manage all legal communications via the appointed legal advisory company.
Manage on-site inspection of properties common areas to ensure high standards of property and facility management services are being administered
Under the direction of the Estates Manager - apply, renew and manage all types of building insurances in order to ensure no gaps are existing and full insurance is covered at all times.
Assist Estate Manager in planning community events promoting the spirit, wellbeing and cohesiveness of the community
Contribute and adhere to the development and implementation of the community policies and procedures to ensure fulfilment of legislative / procedural requirements
Develop the plan for the operation of the building gymnasium.
Ensure adherence of unit owners, residents, tenants with building rules and regulations, administer and collect violation fees as per the policy and procedure
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 with the building.
The facility management scope will cover maintenance, cleaning and security of the building common areas (brief scope for FM below)
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 Estate Manager / Facility Manager.
HEALTH & SAFETY
Manage the building Environmental Health and Safety Management System (EHSMS) with the Estate Manager / 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 for buildings.
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
Coordinate with sales team for their viewing of the available stock
Coordinate with the retained assets office for their viewing of the retained assets
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
Events co-ordination as and when necessary with Estate Manager
Sound like you? To apply you need to be :
Have a standard degree in property or related field. MRICS would be a distinct advantage.
3 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 individual buildings common areas.
Works with : ExternalStakeholders - 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
Reporting to : Estate Manager
Location : Beirut, Lebanon
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...