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/KPIs and to escalate any issue to the account manager/supervisor
• Produce weekly reports for works which are due in the coming week and issue these to the client
• Consistently liaise with users who have ongoing problems to resolve in a timely manner and explain the reason for delays (e.g., parts on order, out of hours work)
• To liaise with site management on all aspects of contract problems, defects and deficiencies - primarily relayed in a monthly meeting with the client
• Ensuring that contractors are booked in advance as per the PPM schedule

Administrative Duties;

• Raising quotes for extra works and following through to obtain client purchase orders
• Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed and correct
• Maintaining an updated filing system of POs, delivery notes, quotes, service sheets, etc., clearly documented for the team
• Ensuring 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;

• Provide financial awareness and assist with budget control, P&L 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 for reactive, quoted and PPM works
• Control of overhead cost allocation
• Compiling monthly applications and liaising with the client to resolve queries
• Ensuring costs are correct for quoted works and liaising with subcontractors/suppliers over any discrepancies

Skills:

• Ability to communicate with 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 facilities-based systems

Personal Attributes:

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

What you can expect from us

You'll join an entrepreneurial, inclusive culture where we succeed together. This role is on-site in London, GBR.

Location:

On-site - London, GBR

Location and travel notes: On-site expected in London, GBR.