Facilities Administrator for JLL on behalf of an EMEA Client Account

12 month fixed term contract

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

If you’re looking to step up your career, JLL 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 real estate 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!

Role Purpose

We are seeking an experienced administrator to hit the ground running to provide support and assistance to the JLL Engineering Team for an EMEA Client. The role requires excellent organisational skills, the ability to commutate articulately over the phone and in writing and taking a hands-on and proactive approach to the role.

What this job involves

Support in maintaining log books and documentation relating to Health and Safety

Deliver reporting on a monthly basis including trackers, audits, inspections and health and Safety

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

Follow required emergency prevention and operational controls, coordinating daily and weekly schedules as required

Maintain, organise and control all JLL central files, information, data, reports including all paperwork and filing on site

Assist in reviewing, maintaining and building Standard Operating Procedure manuals

Ensure compliance with JLL policies, procedures and standard practices

Ensure prompt and accurate management of purchase orders in the internal financial management platform

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

Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)

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

Assist with the monthly accrual reports and help monitor the finance trackers

Follow established escalation procedures and incident reporting procedures

Provide support for regular management reports and projects as require

Achieve Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets

Working Life

On a daily basis you will be working across multiple sites
The main business language spoken in our offices is English. Knowledge of English is essential
The role will be structured on a shift basis over a 5-day week
On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota

Sound like you? To apply you need to be / have:

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

Every day is different, and in all these activities, we’d encourage you to show your ingenuity.

Diversity and Inclusion is at the heart of JLL. We believe in recruiting, retaining, rewarding and developing all our employees with regard to their abilities and contributions and without reference to their background, gender, gender identity, ethnic origin, age, religion, sexual orientation, political belief, disability or long-term health condition.

We are committed to making all stages of our recruitment process and employment accessible to candidates with disabilities and long-term health conditions. Please do feel able to be open about this at any point during the process and our recruitment team will work with you to establish the most appropriate adjustments. We are keen to support all our employees with juggling their work, personal and family commitments and alongside our approach to flexible working, we have a comprehensive parental transition support programme to assist parents during the early months and years of parenthood.

JLL Ltd is a Living Wage accredited business, as we believe a fair day’s work deserves a fair days pay. To find out more about our Living Wage accreditation please go here http://www.jll.co.uk/united-kingdom/en-gb/about/living-wage?devicechannel=default.

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.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

Apply today!