Job Description

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\xe2\x80\x99ve got deep experience in commercial real estate, skilled trades, and technology, or you\xe2\x80\x99re 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.

Business Contract Support,

This role will work collaboratively with the JLL team at all levels seeking to support the administration needs of the business to be delivered to drive success for both JLL and the portfolio Client. Delivering general administrative duties alongside specific business administration support to the leadership team at 7 Air Street, London.

Implementing and managing an effective operating framework that delivers consistency and continuous improvement in administration standards with all stakeholders within the team.

This ensures the entire service delivery is following the operating standards set around People, Quality and Process. Success is measured through tangible results being captured and reported on to demonstrate a high standard of performance throughout the team.

The successful candidate will:

General Administration duties

• Report to Business Performance Lead
• Provide administrative support to the Business Performance team
• Use and maintain online task system, ensuring correct data entry and providing overall system administration
• Support the facilities management team in scheduling and covering key roles
• Ensure compliance with JLL policies, procedures and standard practices
• Ensure prompt resolution of any customer complaints, escalating to the line manager as required
• Develop a close working relationship with key Client stakeholders/partners, landlord, managing agents and all of the facilities vendors where required
• Provide support for regular management reports and projects as required
• Provide all general administrative duties such as meeting room booking, diary management, note taking in meetings, hosting and greeting visitors
• Carry out all other general operational tasks as directed by the Business Performance Lead within set timeframes
• Achieve Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets

Specific Business Administration dependent on business requirements:

Document Management

• Develop and implement uniform business best practices and working initiatives
• Implement document control processes
• Create, develop and monitor a shared electronic filing system framework aligning to ISO9001
• Maintain, organize and control all JLL central files, information, data, reports including all paperwork and filing on site
• Periodically audit the contents of the shared filing system
• Create, source and implement document templates for use by the wider team, which are in accordance with the portfolio Brand Guidelines

Quality

• Ensure the team works towards and is successfully accredited to quality operating standards identified in the business objectives
• Implement and manage where appropriate integrated management system to ensure maximum efficiency, effectiveness and performance
• Carry out and report on regular audits with Service Partners and external consultants
• Periodically review and audit the departments compliance with statutory regulations or standards set
• Raise awareness and engage the team with appropriate memberships, associations and networking opportunities

FM (Facilities Management)

• Assist with the development and ongoing maintenance of the FM handbook and Sharepoint, update when necessary
• Communicate via the FM SharePoint processes and procedural updates.
• Scheduling, coordinating and tracking FM training and accreditation applications. Development of mechanism for assignment or anniversary reminders for refresher training
• Customer Communication lead \xe2\x80\x93 Curate and distribute bulletins and engagement to assist with raising JLL and FM profile
• Gather O&M\xe2\x80\x99s and centralise, documenting updates when necessary
• Support on estate wide projects to ensure progress is tracked, deliverables are recorded and key stakeholders are clear on their objectives
• Reporting of void checks for KPIs ensuring status is recorded and specific compliance requirements are in place and monitored
• Organise team meetings and talks with guest topical speakers from the business and externally

HSE

• Support in maintaining log books and documentation relating to Health and Safety
• Deliver reporting on a monthly basis including trackers, audits, inspections and HSE
• Review HSE platform and complete reporting on missing documentation, chase and escalate as required, ensuring compliance is at 96% and above
• Track and report on outstanding remedials relating to compliance
• Ensure there are no uncontrolled compliances or actions
• Track trends on actions and types of questions raised to aid productivity
• Check actions are being closed with sufficient evidence, spot checking documents\xe2\x80\x99 uploaded are correct and remedial actions are evidenced
• Gatekeeper - Aid in setting up of contractors onto the system, guiding customers and contractors through the process and close out old requests, monitoring the system to ensure no overdue actions and inspections.
• Updating databases of Customer and FM information on CAFM and CRM system
• Follow established escalation procedures and incident reporting procedure
• Distribute out of hours duty rota
• Assist with compilation of annual environmental plans, Working At Height (WAH) folders for each building
• Oversee teams PPE requirements, DSE, estate spill kits, etc

Finance

• Coding utilities invoices for properties with multiple recharges
• Ensure prompt and accurate management of purchase orders in the internal financial management platform. Raising POs for new services or projects where there are multiples in numbers
• Collate Service Provider Costs and host in a central location
• Assist in the procurement of vendors and services as required
• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Follow JLL financial and procurement guidelines and policy on any services procured
• Assist with the monthly accrual reports and help monitor the finance trackers

Desired skills and experience

• Keen to develop within the workplace, spending time supporting a multidisciplinary team gaining knowledge and expertise
• Have experience in an administration or coordinator role providing operational support
• Work collaboratively as part of a team to solve problems with professionalism and service focused approach
• Are adept at multitasking and are able to manage multiple projects effectively
• Are open and have good communication skills
• Strive for excellence in what you do and share ideas for improvement
• Are proficient with computer equipment and programs (Word, Excel and Outlook) and have a keen interest in technology
• Keep up to date with industry trends and have direct experience or an interest in facilities management and customer service

Our core values of teamwork, ethics and excellence are also fundamental to everything we do, and we are honoured 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\xe2\x80\x99re headed in the future. And we know that unique backgrounds, experiences, and perspectives help us think bigger, spark innovation and succeed together.

If this job description resonates with you, we encourage you to apply even if you do not meet all the requirements below. We are interested in getting to know you and what you bring to the table

What you can expect from us

We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together, and celebrating our success.

Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being, and providing competitive benefits and pay.

Flexible work arrangements

Looking for something different than a \xe2\x80\x9c5 days a week in the office\xe2\x80\x9d schedule? We will consider requests for flexible work arrangements from the start as part of our commitment to inclusion and well-being.

At JLL, the office is central to our work experience: it is where we network, innovate, and grow. Flexible work arrangements can help our people to get the benefits of the office, balance their life commitments, do their best work and be well.

Subject to specific role requirements, our employees work flexibly in many different ways, including part-time, flexible hours, job share, working remotely or compressed hours. If this is important to you, please let our talent acquisition team know during the application process.

We cannot wait to see where your ambitions take you at JLL. Apply today!

Location:

Hybrid \xe2\x80\x93London, GBR

If this job description resonates with you, we encourage you to apply, even if you don\xe2\x80\x99t meet all the requirements. We\xe2\x80\x99re interested in getting to know you and what you bring to the table!

About JLL \xe2\x80\x93

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with annual revenue of $20.9 billion and operations in over 80 countries around the world, our more than 103,000 employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAY. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit .

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Jones Lang LaSalle (\xe2\x80\x9cJLL\xe2\x80\x9d) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process \xe2\x80\x93 including the online application and/or overall selection process \xe2\x80\x93 you may contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
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