Contract Support Scheduler

Jones Lang LaSalle Incorporated; Reading; On-site; GBP 26,000 - 34,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking an on-site Administrator to support the CAFM system and helpdesk operations for an engineering team in Reading. You will coordinate subcontractors, raise POs, and assist with monthly reporting to clients.

The role requires proficiency in MS Office, experience with facilities systems (preferably Corrigo), and relevant qualifications. On-site location in Reading with core hours Monday–Friday.

Qualifications

• Ability to stay calm during major incidents and relay accurate information to Site Manager/Account Manager.
• Proficient in Microsoft Word, Excel, and Outlook.
• Experience using facilities-based systems, preferably Corrigo.
• AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc.).

Responsibilities

• Helpdesk & CAFM System Management: Manage and control all Helpdesk calls/tickets.
• Resource & Task Coordination: Schedule engineering resources and sub-contractors; obtain RAMs and sign-off.
• Administrative Duties: Raise job numbers and POs; maintain filing and compliance documents.
• Financial Duties: Assist with budget control and P&L reports; manage PO reports.
• Coordinate communication with engineers and site management; provide timely updates.

Skills

Calm under pressure

MS Office Suite

Corrigo experience

AAT or equivalent qualification

Education

AAT qualifications or A level equivalents

Tools

Corrigo

Job description

JLL empowers you to shape a brighter way. 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.

Core Information

Core Hours: Monday-Friday, 8:00am - 17:00pm

Location: Reading

Role Overview

To provide comprehensive administrative support to the on-site engineering teams, ensuring the smooth running of the CAFM systems, combined with full coordination of the helpdesk system and financial assistance to the Lead Administrator. The role encompasses the management of all sub-contractors on the account ensuring correct and safe completion of tasks.

Key Responsibilities

Helpdesk & CAFM System Management: Manage and control all Helpdesk associated calls/tickets Support daily reviews detailing reasons for tasks complete/outstanding (e.g., lighting, toilets, power outage, floods, fire), presented account management Production of account-wide meter reading report for issue to client Supporting account management with the production of monthly and quarterly reports detailing reactive and PPM statistics from the CAFM system.

Resource & Task Coordination: Scheduling of engineering resources for allocation of both reactive and PPM tasks and following up to ensure completion Scheduling of all sub-contractors across the national account including: Obtaining RAMs (Risk Assessments and Method Statements) Contractor attendance forms Attendance report sheets Ensuring full update and closure of tasks within the CAFM system Identification of remedial works following sub-contractor attendance and issue any remedial work quotes to the relevant site manager to review and quote Communication & Liaison Consistently liaise with any engineers who have ongoing work orders to resolve in a timely manner To liaise and keep informed the site management/account management on all aspects of contract problems, defects and deficiencies – primarily relayed in daily meeting with account team Good telephone manner and ability to communicate with clients and Engineers at all levels.

Administrative Duties: Raising job numbers and purchase orders on the finance system, ensuring all information is fully detailed, documented and correct Keeping an updated filing system of POs, delivery notes, quotes, service sheets, clearly documented utilising the company’s account compliance document library. Ensure all jobs are ‘closed off’ once completed satisfactorily. Other ad-hoc duties including ordering stationery, general supplies and uniform Various ad-hoc task to support the Lead Administrator Compliance & Statutory Records Supports FM with monthly update of the compliance task tracker Administration support for updating statutory compliance records.

Financial Duties: Financially aware and able to assist with budget control, profit and loss reporting Control of purchase order reports for open and un-invoiced orders.

Required Skills & Qualifications

Ability to stay calm during major incidents and relay accurate information to Site Manager/Account Manager Working knowledge of Microsoft Office (Word, Excel, Outlook) Experience using facilities-based systems, preferably Corrigo AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc.)

Location: On-site –Reading, 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].

For additional details please see our career site pages for each country. Jones Lang LaSalle (“JLL”) 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. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement. For further details please see our career site pages for each country.

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.