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'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.



Lead Contract Administrator

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, which includes the day-to-day engineering function as well as financial aspect of the site.

This role requires a 'can-do' attitude as the position can be extremely varied and hands-on. Close liaison between the PPM/Scheduler, Account Manager, Technical Manager, Engineers, and client is essential within this team.

General administration will include keeping updated systems including finance documentation, Budgetary Control 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 Senior Administrator, to provide day to day help on the financial aspects of the account to the Account Manager.

Main Duties & Responsibilities:

Production of quotes relating to extra works for the client, following through the administration 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



Keep an updated filing system of PO's, delivery notes, quotes, service sheets, etc which must be clearly documented for invoicing purposes



Keep the HR system updated on staff absences / illnesses



On a regular basis conducting invoicing for extra to contract works ensuring the information is correct and inline with the customer purchase orders



On a monthly basis ensuring the main contract invoicing is raised in time to meet the month end deadlines



On a weekly basis produce and manage the works in progress reports (WIP) in conjunction with the Account Manager



On a regular basis prepare and develop financial reports for the Account Manager



On a monthly basis, ensure the Engineers have the correct job numbers and information for any extra works on their timesheets, plus any expense claims



Provide general administrative support to the site team and client which may include typing correspondence, production of spreadsheets, etc and general assistance when required for the Account Manager



Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests



Monthly input of timesheets.



Upkeep of site-based training logs



Other ad-hoc duties including ordering stationery, general supplies and uniform whenever required



Sourcing shift cover for holidays and sickness in line with the contractual obligations



Ability to gain the best from other employees



Ability to delegate tasks and follow up for a timely completion



Ability to take minutes from meetings with the client and employees

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 Account Manager and/or Technical Manager



Ability to work with finances at a high level



Good Supervisory Skills

Knowledge:

Working knowledge of Microsoft Office, including Word, Excel, and Outlook



Experience of using a facilities-based system, preferably Maximo



Ideally a minimum of four years' experience within facilities management/building services



Financial / Procurement knowledge

Personal Attributes:

Reliable and conscientious



Methodical in their approach to multiple tasks (able to prioritise)



Time management skills



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.