Contract Support Administrator

Contract Administration - 3 Month FTC

If you're looking to step up your career, JLL Workplace Management is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing workplace and facilities management initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL Workplace Management!

Role Purpose:

The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator. The role also encompasses provision of administration to account, contract managers & site teams. This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Contract Delivery Manager and client. General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc. Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator.

Duties and Responsibilities:

• Helpdesk Duties;
• To monitor corrigo system to ensure jobs are attended to within SLAS/ KPID and to escalate any issue to the account manager/ supervisor
• Produce weekly reports for works which are due in the coming week and issuing these to the client
• Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)
• To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies – this is primarily relayed in a monthly meeting with the client
• Ensuring that contractors are booked in advance as per PPM schedule
• Administrative Duties;
• Raising quotes of extra works for the client, following through the process to obtain client purchase orders
• Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented and correct
• Keeping an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for the team to access and to ensure that works can be efficiently invoice
• Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
• Assistance with weekly input of timesheets
• Upkeep of site-based training logs
• Other ad-hoc duties including ordering stationery, general supplies and uniform
• Financial Duties;
• Financially aware and able to assist with budget control, profit and loss reporting etc.
• Control of purchase order reports for open and un-invoiced orders and chasing suppliers for outstanding invoices
• Debt management and Credit control for portfolio
• Regular Invoicing to customers of reactive, quoted and PPM works
• Control of overhead cost allocation
• Compiling of monthly applications and liaising and resolving queries with client
• Ensuring cost are correct for quoted works and liaising with subcontractors/ suppliers over any discrepancies

Skills:

• Ability to communicate with the clients and Engineers, at all levels
• Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager
• Good telephone manner and clear email correspondence

Knowledge:

• Working knowledge of Microsoft Office, including Powerpoint, Word, Excel and Outlook
• Experience of using a facilities-based systems

Personal Attributes:

• Reliable and conscientious
• Methodical in their approach to multiple tasks (able to prioritise)
• Time management skills

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. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...