JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Contract Support Scheduler
Core Information
Core Hours: Monday-Friday, 8:00am - 17:00pm
Location: Reading
Role Overview
To provide comprehensive administrative support to the on-site engineering teams, ensuring the smooth running of the CAFM systems, combined with full coordination of the helpdesk system and financial assistance to the Lead Administrator. The role encompasses the management of all sub-contractors on the account ensuring correct and safe completion of tasks.
Key Responsibilities
Helpdesk & CAFM System Management
Manage and control all Helpdesk associated calls/tickets
Support daily reviews detailing reasons for tasks complete/outstanding (e.g., lighting, toilets, power outage, floods, fire), presented account management
Production of account-wide meter reading report for issue to client
Supporting account management with the production of monthly and quarterly reports detailing reactive and PPM statistics from the CAFM system
Resource & Task Coordination
Scheduling of engineering resources for allocation of both reactive and PPM tasks and following up to ensure completion
Scheduling of all sub-contractors across the national account including: Obtaining RAMs (Risk Assessments and Method Statements)
Contractor attendance forms
Attendance report sheets
Ensuring full update and closure of tasks within the CAFM system
Identification of remedial works following sub-contractor attendance and issue any remedial work quotes to the relevant site manager to review and quote
Communication & Liaison
Consistently liaise with any engineers who have ongoing work orders to resolve in a timely manner
To liaise and keep informed the site management/account management on all aspects of contract problems, defects and deficiencies – primarily relayed in daily meeting with account team
Good telephone manner and ability to communicate with clients and Engineers at all levels
Administrative Duties
Raising job numbers and purchase orders on the finance system, ensuring all information is fully detailed, documented and correct
Keeping an updated filing system of POs, delivery notes, quotes, service sheets, clearly documented utilising the company’s account compliance document library.
Ensure all jobs are 'closed off' once completed satisfactorily
Other ad-hoc duties including ordering stationery, general supplies and uniform
Various ad-hoc task to support the Lead Administrator
Compliance & Statutory Records
Supports FM with monthly update of the compliance task tracker
Administration support for updating statutory compliance records
Financial Duties
Financially aware and able to assist with budget control, profit and loss reporting
Control of purchase order reports for open and un-invoiced orders
Required Skills & Qualifications
Ability to stay calm during major incidents and relay accurate information to Site Manager/Account Manager
Working knowledge of Microsoft Office (Word, Excel, Outlook)
Experience using facilities-based systems, preferably Corrigo
AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc.)
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
