Operations Assistant

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.
TEAM STRUCTURE
You will report to and seek direction from the Centre Manager, taking guidance as appropriate.

KEY RESPONSIBILITIES AND DELIVERABLES
Operational
To be responsible for ensuring the JLL Health & Safety reporting is maintained and to take appropriate actions as
directed
Update and pursue information regarding Tenant Trackers for Tenants’ health and safety information (Health & Safety RA’s, Fire Risk Assessments, 5-year fixed wire testing, Waste Transfer notes etc) and chasing the tenants for the relevant documentation and alerting the Centre Management when a tenant fails to comply
Assist in the management of contractors for both directly instructed and tenants contractors. Ensure that RAMS are processes in accordance with site procedures
Carry out visual checks of all reactive / PPM works completed on site and snag works where not completed to a satisfactory standard
E-Log BooksRaise reactive job instructions as required by Centre Manager
Monitor performance of contractors and where necessary update E-Log Book Portal to effectively manage attendance on site and check all works on completion

RiskwiseReporting of Incidents
Uploading comments and documents as instructed to Inspections, Events and Tasks
Generating tasks as instructed
Upload accident packs to every accident event logged on Risk Wise
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

Where actions and tasks can be closed to do this uploading relevant completion documentation
Fire Warden Duties
Dealing with contractor queries as they arise
Liaise with the lift engineers to ensure that the monthly services are carried out and any outstanding maintenance issues are rectified and any other tasks relating to the day to day running of the equipment is kept up to date Issue permits for these works as and when required
Along with the operational team ensure that JLL fire inspection of retailers’ units are undertaken at least annually

General Administration
Oversee all Centre facility and contractor management specifically, building fabric PPM and re-active maintenance, M&E, car park
Ensure that all insurer’s requirements are complied with
Liaise with the managing agent’s Regional Operations Manager and the relevant departments responsible for Procurement and Socially Responsible Management as required, providing relevant performance reports when required
Prepare and deliver operational reports as required
Answering the telephone and logging and professionally dealing with all queries and complaints
Take notes and produce minutes of meetings as required
Assist the Centre Manager in the development of and compliance with the Centre’s emergency planning and business resumption plan, reviewing and updating as necessary to ensure optimum effectiveness
Assist in ensuring the Tenants’ Handbook is updated and issued as required
Liaise with all new tenants and oversee the provision of health and safety and operational induction during shop fit period and/or within the first week of their arrival
Ensure compliance with the managing agent’s Working Practices Manual where applicable
Oversee all accident and incident reporting, including insurance and statutory forms and procedures
Motivate the contractors to achieve required standards via monitoring of KPI’s
Assist Centre Manager with management of PPM
Manage fabric repairs as required regarding budget controls
Assist in the management of project works
Assist Managing Agent in any shop fit plan approvals with input from Centre Manager where required
Liaise with owners’ representatives when required
Any other d