Job Description

You will report to the Regional Facilities Manager, their role is to provide professional administrative support to the Engineering Manager and Facilities Team, assisting and supporting the day to day operation and delivery of the contract including, administration of supplier contracts, monitoring and supporting FB Task System, reporting on administrating on operational, H&S, Quality, best practice, carry out site compliance audits and lead the engineering contract management with Engineering Manager.

• Provide relevant FM information and Administration support to the Facilities Manager as required.
• Report all accidents, occupational illnesses and emergencies in relevant books/documentation.
• Maintain monthly performance measurement information for line management in support of contract performance requirements.
• Monitoring on a monthly basis – contact list, Hard & Soft services audit, EHS inspection, site inspection, work orders, accident statistics.
• Supporting FB Task and we Permit to Work systems as required issuing work schedules to site teams, monitoring tasks through to completion and contacting suppliers in terms of permits and access (including registering of visitors and contractors to site)
• Promotes high level of satisfaction among Client users by promptly responding to their service requirements.
• Administrator for all paperwork and filing structures for the Facilities Team.
• Assists Facilities Coordinator and other team members in preparing Standard Operating Procedures manuals.
• Assures compliance with JLL policies, procedures and standard practices.
• Adhoc support for the facilities team - POs and coordinates invoicing and other support of the AP team including PO req’s, receipting of POs and supporting the management of accruals.
• Carry out monthly audits on OPEX trackers to ensure data input is correct
• Manages consumables and critical spares held on site maintaining an up to date inventory.
• Supports FB AIR program in terms of poster management (issuing poster roll out and removals)
• Building relationships between occupants, FM staff and the suppliers.
• Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
• Follow required emergency prevention and operational controls. Coordinating their daily and weekly schedules as required.
• Regularly work with external soft services contractors including quality audits and oversight of KPI/SLA delivery
• Working as a member of the team you will insure that all agreed service levels and service standards are met.
• Set up, maintain, organize and control our central files, information, data, reports etc. relating to Soft Services, Space View, Post Room and Amenities across EMEA
• Entering system data, and providing the overall system administration.
• Single point of monitoring of social pages to ensure tasks are filed in good time and that queries or escalations are managed accordingly.
• Task management oversight ensuring tasks are progressing with the required team and updates chased or escalated as required.
• Upload and management of OECP and FACT Engineering PPM documentation
• Engineering contract management for compliance and quality – ensuring the team are scheduling contactors, uploading services sheets, raising tasks and remedials in a timely manner and ensuring the maintaining of the vendor contract list
• Leading in conjunction with the engineering manager weekly and monthly subcontractor meetings. - Agenda includes reviewing remedial and open tasks to ensure updates are accurate and relevant.
• Administer RAMS and PTW’s within respective OECP’s
• Administer contractor insurances and issue calendar invites to engineering leads to remind of expiry
• Organization of the local OECP folders in conjunction with EMEA support team.
• Update ISO 50001 folder in regards to correct action logs and BMS devotions – required on an adhoc basis though updates will be sporadic
• Adhoc support for Central team driving audits, projects, implementing new procedures and quality management
• Adhoc duties including but not exclusive to supporting coordination of events, assisting campus RFM, FM and coordinators with reporting and implementing new procedures, meeting minutes and working with other business support departments when required.

Required Knowledge, Skills, and Abilities

You are keen to develop within the workplace, spending time supporting a multi-disciplinary team gaining knowledge and expertise. You work collaboratively as part of a team to solve problems with professionalism and service focused approach. You keep up to date with industry trends and have direct experience or an interest in Administrative and customer service. You are open and have good communication skills. You strive for excellence in what you do and share ideas for improvement. You are familiar with computer equipment and programs (Word, Excel and Outlook). You are adaptable to work to requests and projects that may vary from day to day.