Facilities Administrator

JLL empowers you to shape a brighter way. 

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. 

ABOUT THE ROLE:

The Facilities Administrator will support the EMEA Facilities team, reporting directly into the Operations & Change Lead providing professional administrative support supporting to 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.

KEY RESPONSIBILITIES:

• A key function of this role is Fieldglass administration
• Fieldglass profile set up for all JLL new starters and new vendors
• Access badge request
• Account creation/login/password retrieval
• IT equipment request and retrieval
• Offboarding responsibilities
• Ensure JLL onboarding is completed for all new starters
• Provide administrative support to the onsite Facilities Management team across EMEA region
• Support Workplace Experience Lead with training administration
• Support in maintaining log books and documentation relating to Health and Safety
• Deliver reporting on a monthly basis including trackers, audits, inspections and Health and Safety
• Support the facilities management team in scheduling and covering key roles during sickness and absence
• Follow required emergency prevention and operational controls, coordinating daily and weekly schedules as required
• Maintain the account SharePoint site
• Maintain, organize and control all JLL central files, information, data, reports including all paperwork and filing on site
• Assist in reviewing, maintaining and building Standard Operating Procedure manuals
• Ensure compliance with JLL policies, procedures and standard practices
• Ensure prompt and accurate management of purchase orders in the internal financial management platform
• Ensure prompt resolution of any customer complaints, escalating to the line manager as required.
• Develop a close working relationship with key facilities vendors
• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
• Follow established escalation procedures and incident reporting procedure
• Provide support for regular management reports and projects as required
• Achieve Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets

WORKING LIFE:

• On a daily basis you will be working across multiple sites
• The main business language spoken in our offices is English. Knowledge of English is essential
• The role will be structured on a shift basis over a 5-day week
• On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota

ABOUT YOU:

• You are keen to develop within the workplace, spending time supporting a multidisciplinary team gaining knowledge and expertise
• You have experience in an administration or coordinator role providing
• operational support
• You work collaboratively as part of a team to solve problems with
• professionalism and service focused approach
• You are adept at multitasking and are able to manage multiple projects
• effectively
• You are open and have good communication skills
• You strive for excellence in what you do and share ideas for improvement
• You are proficient with computer equipment and programs (Word, Excel and
• Outlook) and have a keen interest in technology
• You keep up to date with industry trends and have direct experience or an
• interest in facilities management and customer service

Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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