JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world-class services, advisory, and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Facilities Administrator
What this job involves:
The Facilities Administrator will support the onsite Facilities Management team providing professional administrative support to the 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.
What your day-to-day will look like:
1. Provide administrative support to the onsite Facilities Management team.
2. Support in maintaining log books and documentation relating to Health and Safety.
3. Deliver reporting on a monthly basis including trackers, audits, inspections, and Health and Safety.
4. Use and maintain online task system, ensuring correct data entry and providing overall system administration.
5. Support the facilities management team in scheduling and covering key roles.
6. Follow required emergency prevention and operational controls, coordinating daily and weekly schedules as required.
7. Maintain, organize, and control all JLL central files, information, data, reports including all paperwork and filing on site.
8. Assist in reviewing, maintaining, and building Standard Operating Procedure manuals.
9. Ensure compliance with JLL policies, procedures, and standard practices.
10. Ensure prompt and accurate management of purchase orders in the internal financial management platform.
11. Ensure prompt resolution of any customer complaints, escalating to the line manager as required.
12. Develop a close working relationship with key Client stakeholders/partners, landlord, managing agents, and all of the facilities vendors.
13. Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works).
14. Assist in the procurement of vendors and services as required.
15. Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
16. Assist with the monthly accrual reports and help monitor the finance trackers.
17. Follow established escalation procedures and incident reporting procedures.
18. Provide support for regular management reports and projects as required.
19. Achieve Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets.
Sound like you? To apply you need to be:
1. Keen to develop within the workplace, spending time supporting a multidisciplinary team gaining knowledge and expertise.
2. Experienced in an administration or coordinator role providing operational support.
3. Collaborative as part of a team to solve problems with professionalism and service-focused approach.
4. Adept at multitasking and able to manage multiple projects effectively.
5. Open and possessing good communication skills.
6. Striving for excellence and sharing ideas for improvement.
7. Proficient with computer equipment and programs (Word, Excel, and Outlook) and have a keen interest in technology.
8. Up to date with industry trends and have direct experience or an interest in facilities management and customer service.
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical, and emotional health. #J-18808-Ljbffr