Contract Admin

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

Benefits offered by this job

Overtime premiums

Bank holiday pay

23+ days holiday (pro rata)

Health cash plan

Pension scheme

EAP

Cycle to work

EV salary sacrifice

Employee discounts

Learning & development

Job summary

Jones Lang LaSalle Incorporated is seeking a Contract Admin (Site Based) to provide administrative backbone and engineer scheduling for contract delivery on site. You will plan and coordinate engineer schedules, manage PO/Billing processes, and ensure compliance records are up to date across the project.

The role requires strong organisational skills and experience with SharePoint and contract compliance. You will liaise with clients, vendors, and the Contract Support team to maintain timely

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 elevate 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 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.
• 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.

Skills

Contract administration scheduling

Scheduling

Resource planning

Facilities administration

Organisational skills

Prioritisation

PO raising

Billing

WIP

SharePoint

Communication

Attention to detail

Tools

SharePoint

Job description

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.

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.

Required Experience and Skills

• 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 elevate 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.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward., Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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 to achieve great things.