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About the Role

Provide full administrative support to the on-site team, ensuring smooth office systems operation, coordinating the helpdesk system, and offering financial assistance to the Senior Administrator. This role also involves liaising with engineers, investigating problems, and relaying information to management and clients.

Responsibilities

Manage and control all Helpdesk associated calls/tickets and the day-to-day running and operation of the online system.
Produce daily/weekly progress reports detailing reasons for tasks complete/outstanding.
Liaise with users who have ongoing problems to resolve in a timely manner and explain delays.
Ensure the helpdesk system and telephone are manned during lunch breaks.
Liaise and keep site management informed on all aspects of contract problems, defects, and deficiencies.
Ensure all jobs are closed off once completed satisfactorily.
Raise quotes for extra works for the client, following through the process to obtain client purchase orders.
Raise job numbers and purchase orders on the Vixen system, ensuring all information is detailed, documented, and correct.
Maintain an updated filing system of POs, delivery notes, quotes, and service sheets.
Print out and close PPM tasks from the Concept system weekly.
Complete records/forms to comply with QA processes, such as timesheets, absence/sickness forms, and holiday requests.
Assist with monthly input of timesheets and utilization details.
Maintain site-based training logs.
Order stationery, general supplies, and uniforms.
Build PPM planners, permit schemes, risk assessments, and method statements.
Assist with budget control, profit and loss reporting, and control of purchase order reports for open and un-invoiced orders.
Manage debt and credit control for the portfolio.
Perform regular invoicing to customers.
Control overhead cost allocation.

Requirements

Ability to communicate with clients and engineers at all levels.
Ability to stay calm during major incidents and relay accurate information.
Working knowledge of Microsoft Office, including Word, Excel, and Outlook.
Experience using a facilities-based system, preferably SAP & Corrigo.
Reliable and conscientious.
Methodical approach to multiple tasks and ability to prioritize.
Time management skills.

Skills

Helpdesk management
Reporting
Client communication
Problem-solving
Financial administration
Quoting
Purchase order processing
Filing systems
QA compliance
Timesheet input
Training log maintenance
Budget control
Debt management
Credit control
Invoicing
Cost allocation
Microsoft Office Suite (Word, Excel, Outlook)
Facilities management systems (SAP, Corrigo)

Location

Central London, GBR

Work Type

On-site

Education Level

AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc)

About the Company

JLL empowers employees to shape a brighter way forward in real estate.
Integral, part of JLL, is a Facilities and Maintenance firm across the UK, specializing in Mechanical, Electrical, and Fabric works.
Integral is the largest mobile hard services provider in the UK.
JLL offers opportunities to innovate with leading businesses, work on landmark projects, and develop professional connections.

Equal Opportunity

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 HRSCLeaves@jll.com.