Overview
JLL is hiring for the Lead Contract Support role in Greater Manchester, United Kingdom. This role provides full administrative support to the on-site team, ensuring the smooth running of office systems, and supporting the day-to-day engineering function as well as the financial aspects of the site.
Responsibilities
* Production of quotes relating to extra works for the client, following through the administration process to obtain client purchase orders
* Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented, and correct
* Keep an updated filing system of PO’s, delivery notes, quotes, service sheets, etc., clearly documented for invoicing purposes
* Maintain HR system updates on staff absences / illnesses
* Conduct invoicing for extra works to contract on a regular basis, ensuring information is correct and in line with customer purchase orders
* Raise main contract invoicing on a monthly basis to meet month-end deadlines
* Produce and manage works in progress (WIP) reports weekly in conjunction with the Account Manager
* Prepare and develop financial reports for the Account Manager on a regular basis
* Ensure engineers have correct job numbers and information for any extra works on timesheets and expense claims
* Provide general administrative support to the site team and client, including typing, spreadsheet production, and general assistance for the Account Manager
* Ensure completion of records/forms to comply with QA processes (timesheets, absence/sickness forms, holiday requests)
* Monthly input of timesheets and upkeep of site-based training logs
* Order stationery, general supplies and uniforms when required
* Sourcing shift cover for holidays and sickness in line with contractual obligations
* Ability to gain the best from other employees and delegate tasks with timely follow-up
* Ability to take minutes from meetings with the client and employees
Skills
* Ability to communicate with clients and engineers at all levels
* Ability to stay calm during major incidents and relay accurate information to the Account Manager and/or Technical Manager
* Ability to work with finances at a high level
* Good supervisory skills
Knowledge
* Working knowledge of Microsoft Office (Word, Excel, Outlook)
* Experience using a facilities-based system, preferably Maximo
* Ideally a minimum of four years’ experience within facilities management/building services
* Financial / procurement knowledge
Personal Attributes
* Reliable and conscientious
* Methodical in approach to multiple tasks, with prioritisation
* Time management skills
Seniority level
* Mid-Senior level
Employment type
* Full-time
Job function
* Facilities / Building Services Administration
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