Contract Administrative Support

JLL supports the Whole You, personally and professionally.

We are looking for a Contract Admin Support for our JLL Work Dynamics business line.

About JLL

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.
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

ROLE SUMMARY
This is a key role providing professional administrative support to the Facilities Team, assisting and supporting the day to day operation and delivery of the contract including, administration of supplier contracts, PO requisitions and receipting, supporting client Task System and Permit to Works Systems in addition to reporting on administrating on operational, H&S and Quality. This role would be ideally suited to an administrator experience in a similar facilities role. This is an excellent opportunity for an experienced administrator to work on site for a leading international client.

CORE COMPETENCIES
Providing relevant FM information and Administration support to the Facilities Manager as required.
Reporting all accidents, occupational illnesses and emergencies in relevant books/documentation.
Maintaining monthly performance measurement information for line management in support of contract performance requirements.
Reporting on a monthly basis - KPI tracker, security audit, contact list, cleaning audit, EHS inspection, site inspection, work orders, accident statistics.
Supporting JLL OVEC and Client Task and Permit to Work systems as required issuing work schedules to site teams, monitoring tasks through to completion and contacting suppliers and Landlord as required in terms of permits and access (including registering of visitors and contractors to site).
Promoting high level of satisfaction among Client users by promptly responding to their service requirements.
Supporting the Facilities Manager in the effective management of the shipping team including occasional cover in the event of unplanned leave.
Administrating planned preventative maintenance and repair service.
Administrating contracted services including security, cleaning, maintenance and to monitor alarms
Assisting the Account Director and Facilities Managers with HR related matters, for example maintenance of regional records and systems.
Assisting Facilities Managers and other team members in preparing Standard Operating Procedures manuals.
Assuring compliance with JLL policies, procedures and standard practices.
Raising POs and coordinates invoicing and other support of the AP team including PO req’s, receipting of POs and managing accruals.
Managing consumables and critical spares held on site maintaining an up to date inventory.
Ensuring suppliers provide service per contract scope and work in a safe manner. Escalates issues to line manager.
EHS -Ensuring suppliers work per JLL EHS guidelines and stops work when it is not safe.
Building relationships between occupants, FM staff and the suppliers.
Following all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
Following required emergency prevention and operational controls, coordinating their daily and weekly schedules as required.
Maintaining discretion and confidentiality with regards to all discussed MAC plans and dealings.
Regularly working with external soft services contractors including quality audits and oversight of KPI/SLA delivery
Working as a member of the team you will insure that all agreed service levels and service standards are met.
Supporting the coordination of the office operations, procedures and resources to facilitate organizational effectiveness and efficiency including driving JLL best practices and procedures across EMEA.
Setting up, maintaining, organizing and controlling JLL central files, information, data, reports etc. relating to Soft Services, Space View, Post Room and Amenities across EMEA
Entering system data, and providing the overall system administration.
Ensuring prompt resolution of any customer complaints, escalating to the line manager as required

PERSONAL COMPETENCIES, ATTRIBUTES & KNOWLEDGE
An experienced Facilities Administrator with previous experience in a similar role
Able to demonstrate outstanding customer service skills and orientation
Able to multi task and maintain professionalism at all times under stressful situations without supervision
Proficient in MS Office and Out