[Hiring] Contract Operations Specialist @JLL

Role Description

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.
• Reporting on operational, H&S, and Quality.

This role would be ideally suited to an administrator experienced in a similar facilities role. This is an excellent opportunity for an experienced administrator to work on site for a leading international client.

Qualifications

• 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.
• 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.

Requirements

• Providing relevant FM information and Administration support to the Facilities 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 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.
• 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 shipping 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 monitoring 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 coordinating invoicing and other support of the AP team including PO requisitions, 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.
• 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 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 to ensure 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 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 overall system administration.
• Ensuring prompt resolution of any customer complaints, escalating to the line manager as required.

Benefits

• Employment contract.
• Remote work model.
• Competitive benefit package (including Benefit Systems, private healthcare, life insurance).
• Possibility to work in a highly professional, stimulating, and challenging work environment of a multinational company with great and long-term career prospects.
• Opportunity to demonstrate your own initiatives.
• Opportunity to participate in training and development programs.
• Friendly and supportive company culture.