Administrator - Contract Support - London, United Kingdom - JLL

Description

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 91,000 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.
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 require