Business Administrator

What this job involves: The Business Administrator will support the onsite Facilities Management team 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.

What your day-to-day will look like:

• Provide administrative support to the onsite Facilities Management team
• 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
• Use and maintain online task system, ensuring correct data entry and providing overall system administration
• Support the facilities management team in scheduling and covering key roles
• Follow required emergency prevention and operational controls, coordinating daily and weekly schedules as required
• 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
• Raise PO’s on both internal and external JLL & Vanguard Systems – support projects with invoicing
• Ensure that Plan-On Documents are uploaded onto the system within the month
• Raise landlord and JLL permits
• Ensure prompt resolution of any customer complaints, escalating to the line manager as required.
• Develop a close working relationship with key Client stakeholders/partners, landlord, managing agents and all of the facilities vendors
• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
• Assist in the procurement of vendors and services as required
• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Assist with the monthly operations reports and help monitor the finance trackers
• Follow established escalation procedures and incident reporting procedure – making sure CMO, contractor hours and going beyond tool is used on a monthly basis.
• Provide support for regular management reports and projects as required
• Achieve Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets

Sound like you? To apply you need to be:

• 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 and with multiple teams
• 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, PowerPoint and Outlook) and have a keen interest in technology
• This role will require you to attend site a minimum of 2/3 days per week