Contract Support Administrator

JLL empowers you to shape a brighter way.  

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.

We are seeking a skilled and detail-oriented Contract Administrator to join our UK Workplace Management team. In this pivotal role, you will provide essential commercial and administrative support across our portfolio of workplace management contracts, ensuring seamless service delivery and outstanding client satisfaction.

The role will be based 5 days a week on our client site in London Bridge/Blackfriars - Bankside.

Main Duties and Responsibilities

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.

Key Responsibilities

• 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.

Experience and Qualifications

• 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

Location:

On-site -London, GBR

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements.  We're interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process -  you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.