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Facilities Administrator

5 months ago

London, United Kingdom JLL Full time

JLL supports the Whole You, personally and professionally.

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 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

The role will be structured on a shift basis over a 5-day week

On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota

**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

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