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 Administration - 3 Month FTC
If you're looking to step up your career, JLL Workplace Management 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 workplace and facilities management 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 Workplace Management!
Role Purpose:
The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator.
The role also encompasses provision of administration to account, contract managers & site teams.
This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Contract Delivery Manager and client.
General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc.
Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.
Duties and Responsibilities:
Helpdesk Duties;
To monitor corrigo system to ensure jobs are attended to within SLAS/ KPID and to escalate any issue to the account manager/ supervisor
Produce weekly reports for works which are due in the coming week and issuing these to the client
Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)
To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies – this is primarily relayed in a monthly meeting with the client
Ensuring that contractors are booked in advance as per PPM schedule
Administrative Duties;
Raising quotes of extra works for the client, following through the process to obtain client purchase orders
Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct
Keeping an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for the team to access and to ensure that works can be efficiently invoice
Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
Assistance with weekly input of timesheets
Upkeep of site-based training logs
Other ad-hoc duties including ordering stationery, general supplies and uniform
Financial Duties;
Financially aware and able to assist with budget control, profit and loss reporting etc.
Control of purchase order reports for open and un-invoiced orders and chasing suppliers for outstanding invoices
Debt management and Credit control for portfolio
Regular Invoicing to customers of reactive, quoted and PPM works
Control of overhead cost allocation
Compiling of monthly applications and liaising and resolving queries with client
Ensuring cost are correct for quoted works and liaising with subcontractors/ suppliers over any discrepancies
Skills:
Ability to communicate with the clients and Engineers, at all levels
Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager
Good telephone manner and clear email correspondence
Knowledge:
Working knowledge of Microsoft Office, including Powerpoint, Word, Excel and Outlook
Experience of using a facilities-based systems
Personal Attributes:
Reliable and conscientious
Methodical in their approach to multiple tasks (able to prioritise)
Time management skills
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.
Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...
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.
