Contract Administrator

To provide a comprehensive and flexible contract administration service supporting JLL's workplace management operations. To maintain concise records of all maintenance activities including PPM/Helpdesk and transactions. To liaise daily with client representatives and support the contract managers in delivering exceptional workplace experiences.

• To administer all financial and commercial aspects of workplace management contracts.
• To assist in the production of supporting financial information for client reporting and internal review.
• To maintain and update both manual and computer records relating to facilities and workplace services under JLL's management.
• To prepare and issue predefined reports which form part of contractual and client requirements, including performance metrics and service delivery KPIs.
• To administer quality management system documentation and ensure compliance with JLL standards and ISO certifications.
• Liaise closely with site teams, JLL head office, and finance teams, ensuring accurate processing of quotations, purchase orders, invoices, timesheets, and holiday records.
• To undertake general office duties relating to workplace management contracts including but not limited to:
+ Correspondence and filing + Minutes of meetings + Preparation of reports and documentation + Updating of electronic records and workplace management systems + Material ordering and administration + Subcontractor administration and coordination
• Raising purchase orders and ensuring purchase orders are updated when changes are required.
• Production of valuations and presentation of results to internal stakeholders and clients.
• Production of short-range plan information for workplace operations.
• Quote logging and processing for workplace services.
• Collating timesheets from engineers and service providers, chasing and checking quality of data.
• Contract set-up (PPM / System support) within workplace management platforms.
• Application billing preparation and client invoicing support.
• Contract escalation process management and resolution.
• To support, arrange for, and undertake the training of staff as and when required.
• To enable full auditable trails including invoices, timesheets, material orders, and goods received notes in accordance with JLL governance standards.
• To be responsible for commercial support on workplace management contracts through to final account.
• Provide helpdesk duties when required to support workplace operations.
• Provide any other reasonable duties associated with the effective running and administration of JLL workplace management contracts.
  
  Proficient IT skills including MS Word, MS Excel, and MS PowerPoint
• Comfortable with data analysis and numerical reasoning
• Working towards, or have gained, a recognised finance qualification (preferably AAT)
• Excellent knowledge and use of Microsoft Excel
• Previous administration experience, ideally within facilities management or workplace services
• Excellent computer and IT competencies, including experience with workplace management systems (CAFM/IWMS platforms desirable)
• Excellent written and verbal communication skills
• Good knowledge of ISO9001 principles
• Ability to prioritise workload and manage several tasks concurrently in a fast-paced workplace environment
  
  Our people at JLL 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., Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.