Workplace Assistant

We currently have an exciting opportunity for a Workplace Assistant based in London. The Workplace Assistant will report to the Global Account Director and support the on account Facilities Managers. This is a key role providing professional administrative support to the Facilities 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. What this job involves

• Providing relevant FM information and Administration support to the facilities team as required.
• Supporting the coordination of the office operations, procedures and resources to facilitate organizational effectiveness and efficiency including driving JLL best practices and procedures across EMEA.
• Setting up, maintaining, organising 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
• 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, EHS 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 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.
• Administrating planned preventative maintenance and repair service.
• Administrating contracted services including security, cleaning, maintenance and to monitor alarms
• Assisting the Account Director and Facilities Managers with HR related matters, for example maintenance of regional records and systems.
• Assisting Facilities Managers and other team members in preparing Standard Operating Procedures manuals.
• Assuring compliance with JLL policies, procedures and standard practices.
• Raising POs and coordinates invoicing and other support of the AP team including PO req's, receipting of POs and managing accruals.
• Managing consumables 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.
• 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.
• Maintaining discretion and confidentiality with regards to all discussed 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.
  
  An experienced Facilities / Contracts 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
• Proficient in MS 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
• Successful Candidate may be subject to security vetting where necessary
  
  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 Workplace Assistant 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!, 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..., 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.