Lead Contract Support

To pro-actively support the EMEA Account Director and the Account Leadership Team in the day-to-day delivery of all co-ordination and administration supporting the Transaction Management, Facilities Management, Project & Development Services & Portfolio Strategy functions when needed. The Lead Contract Support based in Portugal or United Kingdom will work to ensure co-ordination of the day-to-day client activities for assigned properties . This varied and dynamic role covers a variety of functions around Operations, Data Quality, Performance Excellence and Technology. In a demanding role where attention to detail is paramount, the candidate should possess effective communication skills, and an ability to work under their own initiative and problem solve. The individual should be comfortable dealing directly with both internal and external client stakeholders. Some overseas travel will be required. What this job involves

• Co-ordinating responsibility for all administrative functions across the EMEA Region
• Ensuring site specific statutory and PPM schedules are adhered to and reported to the EMEA Account Director and Risk & Compliance Manager
• Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers
• Discreet handling of sensitive and confidential information.
• Reporting on Governance Items on a monthly basis
Data Quality
• Responsible for developing, overseeing, organising, updating, and analysing data sets
• Act as the super user/owner ensuring account systems are fully up to date at all times
• Support Risk & Compliance Manager with creation and ownership of the asset list, ensuring the assets lists are fully up to date in the system and confirmed whether the asset has been recycled/removed/LL owned etc; reporting back EMEA Account Director & Risk and Compliance Manager
Governance
• Support Risk & Compliance Manager to ensure all FM staff and contractors are aware of, and comply with, their responsibilities under the contract with particular emphasis on the critical agreed SLA's and KPI's agreed with the Client as per the MSA agreement
• Develop and implement appropriate policies and procedures for FM services across that are appropriate and tailored to the needs of the portfolio.
• Develop tools and systems to standardise process controls and ensure uniform Account Governance
• Adhere to and support development site playbooks and welcome guide creation and ongoing refreshes as and when necessary to ensure the documents are fully up to date
• Ensure all vendor and JLL staff are onboarded and terminated via the client Fieldglass team; audit on a quarterly basis to ensure accurate reporting.
• Engages in a culture of continuous improvement and innovation by leveraging business intelligence, adopting, and participating in the development of best practices at the platform level including new tools, process re-engineering and other ideas that provide service delivery efficiencies
• Oversight and ownership of document control process
• Maintain a compliance tracker for contract information relating to scope of work and contracts for all vendors
Health & Safety Management
• Ensure the provision of a safe working environment for JLL team and vendors
• Monthly reporting on safety incidents logged through CMO - HSSE System for all assigned sites
• Ensure a safe and engaging environment for our colleagues and Client through identifying risks during ownership of site inspections database which will be recorded and documented (site inspection audit report)
• Working with Risk and Compliance Manager to review site logbooks ensuring file population and up to date documents are included
• Collate audit actions and follow up to completion with Facilities Management Team
• Administrative support across EMEA for HSSE Audits
• Ensure full compliance on assigned mandated training across the account.
  
  Experience in facilities management, building, business or other related field
• Excellent people skills and ability to interact with a wide range of client staff and demands
• Knowledge of Occupational Safety requirements
• Strong PC literacy and proven ability to manage daily activities using various systems
• Demonstrated experience with continuous improvement initiatives (highly desirable)
• Knowledge of vendor management for specialised services
Other Personal Characteristics
• Strong communicator - Good presentation skills and possesses strong verbal & written communication skills also an active listener
• Passion for quality - has an eye for detail to make sure the best delivery of services
• Self-motivated; confident & energetic
• Ability to effectively deal with stressful situations
• Flexible - able to adapt to rapidly changing situations
• Strongly goal-oriented - able to focus on meeting all performance targets
• Is a team player - able to cooperate and work well with others to meet targets
• Proven ability to initiate and follow through with improvement initiatives
• Exhibits honesty & integrity
• Open to new ideas & willing to challenge status quo
• Able to work under own initiative
  
  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.
We are looking for a Lead Contract Support for our Integrated Facilities Management business line. 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!, 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.