Facilities Administrator

JLL empowers you to shape a brighter way. 

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’RE HIRING!!! FACILITIES ADMINISTRATOR

US: 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…

INGENUITY: 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 program to assist parents during the early months and years of parenthood.

JOB TITLE: FACILITIES ADMINISTRATOR

REPORTS INTO: FACILITIES MANAGER

ABOUT THE ROLE:

The Facilities Administrator will support the onsite Facilities Management team providing professional administrative support supporting to delivery of building operations.

Delivering administrative activities in accounting, finance, maintenance, operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services and helpdesk. Ensuring the smooth running of our service whilst providing an exceptional end user experience within our client sites.

KEY RESPONSIBILITIES:

• Provide administrative support to the onsite Facilities Management team
• 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, organize 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 procedure
• Provide support for regular management reports and projects as required
• 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

ABOUT YOU:

• You are keen to develop within the workplace, spending time supporting a multidisciplinary 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

#LI-JA1

Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email [email protected] or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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