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.
We are seeking a skilled and detail-oriented Contract Administrator to join our UK Workplace Management team. In this pivotal role, you will provide essential commercial and administrative support across our portfolio of workplace management contracts, ensuring seamless service delivery and outstanding client satisfaction.
This role is an 12 month Fixed term contract
The role will be based on a mixture of a site in Egham, London and Remote working.
Main Duties and ResponsibilitiesTo provide a comprehensive and flexible contract administration service supporting JLL's workplace management operations. To maintain concise records of all maintenance activities including PPM/Helpdesk and transactions. To liaise daily with client representatives and support the contract managers in delivering exceptional workplace experiences.
Key ResponsibilitiesTo administer all financial and commercial aspects of workplace management contracts.
To assist in the production of supporting financial information for client reporting and internal review.
To maintain and update both manual and computer records relating to facilities and workplace services under JLL's management.
To prepare and issue predefined reports which form part of contractual and client requirements, including performance metrics and service delivery KPIs.
To administer quality management system documentation and ensure compliance with JLL standards and ISO certifications.
Liaise closely with site teams, JLL head office, and finance teams, ensuring accurate processing of quotations, purchase orders, invoices, timesheets, and holiday records.
To undertake general office duties relating to workplace management contracts including but not limited to: Correspondence and filing
Minutes of meetings
Preparation of reports and documentation
Updating of electronic records and workplace management systems
Material ordering and administration
Subcontractor administration and coordination
Raising purchase orders and ensuring purchase orders are updated when changes are required.
Production of valuations and presentation of results to internal stakeholders and clients.
Production of short-range plan information for workplace operations.
Quote logging and processing for workplace services.
Collating timesheets from engineers and service providers, chasing and checking quality of data.
Contract set-up (PPM / System support) within workplace management platforms.
Application billing preparation and client invoicing support.
Contract escalation process management and resolution.
To support, arrange for, and undertake the training of staff as and when required.
To enable full auditable trails including invoices, timesheets, material orders, and goods received notes in accordance with JLL governance standards.
To be responsible for commercial support on workplace management contracts through to final account.
Provide helpdesk duties when required to support workplace operations.
Provide any other reasonable duties associated with the effective running and administration of JLL workplace management contracts.
Experience and QualificationsProficient IT skills including MS Word, MS Excel, and MS PowerPoint
Comfortable with data analysis and numerical reasoning
Working towards, or have gained, a recognised finance qualification (preferably AAT)
Excellent knowledge and use of Microsoft Excel
Previous administration experience, ideally within facilities management or workplace services
Excellent computer and IT competencies, including experience with workplace management systems (CAFM/IWMS platforms desirable)
Excellent written and verbal communication skills
Good knowledge of ISO9001 principles
Ability to prioritise workload and manage several tasks concurrently in a fast-paced workplace environment
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.
