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
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