Operations Administrator

4 weeks ago

London, United Kingdom JLL Full time

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
Objective of Role
The Operations Administrator will be responsible for providing general administrative support to the Operations Manager. Whilst also working closely with the Centre Director and Operations Co-ordinator to maintain the smooth running of the Centre Management Operations.

Team Structure
The Operations Administrator will report to and seek direction from the Operations Manager, taking guidance as appropriate and work in partnership with the Operations Co-ordinator.

Key Responsibilities and Deliverables
To ensure all relevant documentation is saved to internal systems for H&S, Vertical Transportation and plant & equipment inspections and actions. Also, to update timescales for completion of actions.

**Riskwise**:
Reporting of accidents & incidents. Upload accident packs to every accident event logged on Risk Wise
Uploading comments and documents as instructed to Inspections, Events and Tasks
Generating tasks and reports as instructed or as required
Regular checks of Riskwise to ensure compliance with prompts sent when the events/inspections & actions/tasks are due for completion
Upload the Daily and Weekly checks and void unit checks on a weekly basis
Monitor the Riskwise calendar for Environmental and Health & Safety inspections and actions, communicating suchlike to the relevant Managers or departments
Ensure Riskwise actions are communicated to the relevant Service Provider for completion
Dealing with contractor queries as they arise
Monitor Elogbooks, load actions from insurance inspections as required. Approve reactive jobs in the absence of the Operations Manager and Co-ordinator. Generate reports for KPI meetings
Provide support to the Systems and Administration Manager in relation to utilities meter reads and recording and reporting of utilities
General administration to provide support to the Management Team, including arranging meetings, producing minutes, reports and presentations where required, completing photographic schedules and general reasonable Operational administration as required
Monitor the completion of the daily site safety checks
Update and pursue information regarding Tenant Trackers for Tenants health and safety information (Fire, water and asbestos Risk Assessments/5-year fixed wiring certificates/Waste Transfer notes etc). Bringing to the attention of the Operations Manager and Centre Manager if a tenant fails to respond or comply
By way of the on-line permit system, Touchpoint, assist in the management of landlord instructed and tenants contractors. Ensure that RAMS and insurances are submitted and recorded in accordance with site procedures
To support with training on JLL systems as required
Fire warden/emergency incident support duties

LI-NH2
What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.

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