Contract Admin

Jones Lang LaSalle Incorporated; City Of London; On-site; GBP 42,000 - 54,000; Full time

Benefits offered by this job

Overtime x1.5 on weekdays and x2 on銀行

24 days holiday + bank holidays

Health cash plan

Cycle to work

Pension scheme

Employee discounts

Training & career development

Job summary

Jones Lang LaSalle Incorporated in London is seeking a Contract Admin (Site Based) to blend contract administration with engineer scheduling, supporting the contract delivery from site. You will plan, coordinate and track schedules, PO processes, WIP, and compliance while liaising with clients, vendors and the Contract Support team.

The role requires strong organisational skills, ability to manage multiple priorities and a focus on accuracy in reporting and records.

Qualifications

• Experience in a contract administration, scheduling, dispatch, resource planning, or facilities administration role, ideally in a site-based environment.
• Strong organisational and prioritisation skills, able to manage competing demands on engineers and resources.
• Comfortable working with financial and commercial processes such as PO raising, billing, and WIP.
• Good working knowledge of contract compliance, breach reporting, and compliance and permitting administration.
• Comfortable liaising with clients, vendors, engineers, and the wider Contract Support team to coordinate work.
• Clear communicator, able to escalation issues appropriately and keep stakeholders informed.
• Highly organised, with strong attention to detail for records, reporting, and compliance paperwork.
• Proficient with SharePoint, scheduling, and reporting/administration systems.

Responsibilities

• Create and maintain schedules for engineers.
• Coordinate work schedules to minimise disruptions and optimise efficiency.
• Identify and resolve double-bookings or scheduling overlaps.
• Negotiate priority when multiple demands compete for the same resources.
• Optimise resource allocation to maximise productivity.
• Increase productivity and reduce non-productivity using Looking for Work reports.
• Liaise with vendors or external partners for coordinated scheduling.
• Communicate with clients or customers to confirm appointments.
• Escalate complex problems to specialised technical teams.
• Create and issue vendor reports.
• Raise reactive and remedial purchase orders (POs).
• Carry out initial chasing of outstanding purchase orders (OPOs).
• Support QS with application building and billing.
• Arrange for annual POs to be raised for PPMs.
• Prepare quote administration.
• Manage Work in Progress (WIP) at the initial stage.
• Manage breach and to-breach reporting.
• Ensure any immediate remedial actions required as a result of subcontractor delivery are recorded and actioned within necessary timescales.
• Carry out remedial review and action.
• Complete administrative checks on job completion.
• Track missing certificates and receipts.
• Transfer compliance paperwork from source systems to SharePoint.
• Manage the application process for customer permits.
• Log and manage near-miss and good-catch reporting.
• Administer the training matrix.
• Document solutions and maintain knowledge base articles.

Skills

Contract administration

Scheduling

Resource planning

Vendor/client liaison

Documentation & reporting

Tools

SharePoint

Scheduling systems

Job description

Role Title

Contract Admin (Site Based)

Role Purpose

The Contract Admin (Site Based) role combines contract administration with engineer scheduling, providing the day-to-day administrative and planning backbone of the contract from site. The role plans and coordinates engineer schedules to deliver work efficiently and with minimal disruption, while ensuring financial, commercial, compliance, and safety processes are completed accurately and on time. It supports the wider Contract Support team by liaising with clients, vendors, and technical teams and by keeping records, reports, and systems up to date, enabling smooth contract delivery for the client.

Key Responsibilities

Scheduling & Resource Coordination

• Create and maintain schedules for engineers.
• Coordinate work schedules to minimise disruptions and optimise efficiency.
• Identify and resolve double-bookings or scheduling overlaps.
• Negotiate priority when multiple demands compete for the same resources.
• Optimise resource allocation to maximise productivity.
• Increase productivity and reduce non-productivity using Looking for Work reports.

Client & Vendor Coordination and Reporting

• Liaise with vendors or external partners for coordinated scheduling.
• Communicate with clients or customers to confirm appointments.
• Escalate complex problems to specialised technical teams.
• Create and issue vendor reports.

Financial & Commercial Administration

• Raise reactive and remedial purchase orders (POs).
• Carry out initial chasing of outstanding purchase orders (OPOs).
• Support Quantity Surveying (QS) with application building and billing.
• Arrange for annual POs to be raised for PPMs.
• Prepare quote administration.
• Manage Work in Progress (WIP) at the initial stage.

Contract & Compliance Administration

• Manage breach and to-breach reporting.
• Ensure any immediate remedial actions required as a result of subcontractor delivery are recorded and actioned within necessary timescales.
• Carry out remedial review and action.
• Complete administrative checks on job completion.
• Track missing certificates and receipts.
• Transfer compliance paperwork from source systems to SharePoint.

Safety & Permitting Administration

• Manage the application process for customer permits.
• Log and manage near-miss and good-catch reporting.
• Administer the training matrix.

Knowledge & Continuous Improvement

• Document solutions and maintain knowledge base articles.

Skills & Experience

• Experience in a contract administration, scheduling, dispatch, resource planning, or facilities administration role, ideally in a site-based environment.
• Strong organisational and prioritisation skills, able to manage competing demands on engineers and resources.
• Comfortable working with financial and commercial processes such as PO raising, billing, and WIP.
• Good working knowledge of contract compliance, breach reporting, and compliance and permitting administration.
• Comfortable liaising with clients, vendors, engineers, and the wider Contract Support team to coordinate work.
• Clear communicator, able to escalation issues appropriately and keep stakeholders informed.
• Highly organised, with strong attention to detail for records, reporting, and compliance paperwork.
• Proficient with SharePoint, scheduling, and reporting/administration systems.

Employee Benefits

• Overtime x1.5 on weekday and x2 on weekends + day in lieu on bank holidays
• Standby rate is £15 per day and £50 on bank holidays
• 24 days holiday plus bank holidays (pro rata into shifts for shift workers)
• Company funded health cash plan
• Ability to buy and sell holidays – buy 5 days & sell 2 days
• Life assurance
• Auto-enrolment company pension scheme
• Employee Assistance Program (EAP)
• Cycle to work scheme
• Purchase an electric vehicle via salary sacrifice
• Employee discounts with various brands
• Learning and development programs, training and career opportunities.

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where Integral and JLL can take you...

Location

On-site - London, GBR

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 [e-mail].

This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.

At JLL we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.

At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.