Lead Contract Admin Support

We are seeking an experienced Lead Contract Support Specialist to oversee contract management processes and enhance communication across departments. This is a key role providing professional administrative support to the Operations 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.,

• Lead and oversee the contract support team, providing guidance and mentorship.
• Providing relevant FM information and Administration support to the account team 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, environmental/health & safety inspection, site inspection, work orders, accident statistics.
• Supporting JLL 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 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 Facilities Managers and other team members in preparing Standard Operating Procedures manuals.
• Assuring compliance with JLL policies, procedures and standard practices.
• Raising Purchase Orders (POs) and coordinating 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.
• Environmenta, Health & Safety (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 Moves & Changes (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 Europe Middle East Africa (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 required
• Supporting the account with internal communication including supporting with presentations and account communications.
  
  An experienced Facilities Administrator with previous experience in a similar role
• Able to demonstrate outstanding customer service skills and orientation
• Able to multi task and maintain professionalism at all times under stressful situations without supervision
• Have a high attention to detail
• Proficient in Microsoft Office and Outlook, and possess excellent written and verbal communication and people skills
• Experienced in working in a fast-paced, corporate multi-national environment
• Able to demonstrate flexibility in relation to type of works carried out and availability (essential)
• Experienced in a hands-on role working within an events environment and facilities environment
• Excellent written and verbal communication skills, with the ability to adapt tone and style for various audiences
  
  Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
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! Our goal is to provide enhanced workplace experiences that will be long remembered by our clients. In this role you will be a part of delivering a best-in-class experience for our client's personnel, customers, and guests in a connected workspace which promotes a culture of inclusion and safety. With a focus on creating an environment that enhances productivity, collaboration, and well-being, you'll have the opportunity to create exceptional workplace experiences and drive client's colleague satisfaction and engagement to create opportunities for everyone to flourish.,
• Our colleagues prioritize the health and safety of people and buildings. This includes following established safety protocols, reporting hazards/ incidents, maintaining cleanliness, encouraging safe practices, and staying informed about health and safety measures. By actively adhering to these expectations and following One Team S.A.F.E.R together vision, we can create a secure and healthy working environment for everyone involved.
Contribute to reporting Good Catches & other Health & Safety concerns, attend the SAFER together workshop and complete all safety trainings within the due date.
• You will be supporting the team to find actionable insights from our data and translate it into action, clearly communicating the "what", "so what" and "now what". By embracing curiosity to explore data, courage to act on insights and collaboration to communicate the change we will ensure we meet JLL and LSEG's strategic desire for data-driven decisions.
• You will be part of delivering best-in-class sustainability solutions for our client, promoting resource efficiency, energy conservation, and environmental stewardship. With a focus on creating a culture of environmental responsibility, you'll have the opportunity to support innovative sustainability initiatives and drive continuous improvement across our operations and contribute to our client's sustainability goals. Your efforts will play a vital role in creating a more sustainable built environment and fostering a healthier planet for generations to come.
Every day is different, and in all these activities, we'd encourage you to show your ingenuity. 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 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're headed in the future. And we know that unique backgrounds, experiences, and perspectives help us think bigger, spark innovation, and succeed together., Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.