Fire & Security Administrator

Jones Lang LaSalle Incorporated; Greater London; On-site; GBP 25,000 - 32,000; Full time

Benefits offered by this job

25 days holiday

Pension scheme

Life Assurance

Private medical scheme

Job summary

Jones Lang LaSalle Incorporated in Central London is seeking an Administrator to provide high-quality admin and back-office support to operations and clients. You will ensure efficient administration for service & maintenance, and contribute to process improvements across the team.

You will coordinate PPM, reactive, project and quoted works, update IT/CAFM systems, raise orders, manage timesheets and support sales teams, with a focus on accuracy and timely delivery.

Qualifications

• Previous experience in a similar administrative role, preferably in customer service.
• Experience within the Fire & Security sector would be advantageous but FM or engineering experience is essential.
• Excellent organisational and time management skills with attention to detail.

Responsibilities

• Provide high-quality administration and back-office support to operational teams and clients.
• Plan and coordinate PPM, reactive, project and quoted works with correct labour resource allocation.
• Update IT/CAFM systems with works, ensuring KPI/SLA targets are met.
• Raise reactive work orders and purchase orders; manage contract files and sub-contractor data.
• Prepare weekly/monthly applications for payment and liaise on invoices with clients.
• Support sales teams and manage timesheets and expense documentation.

Skills

Organisational skills

Time management

Communication skills

CRM software

Tools

Microsoft Office Suite

CRM software

Job description

JLL supports the Whole You, personally and professionally.Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.Location: Office based - Central LondonOur Administrator will provide a high-quality administration and back-office support service to operational teams and clients. You will ensure efficient and effective administration for all service & maintenance provision in line with agreed processes and procedures. You will continuously improve efficiency and effectiveness of our processes to support service delivery.Main DutiesContribute to effective communications and be the operational support for all service maintenance related activitiesDemonstrate a responsive “can-do” attitude to the Security/ Fire team and end users across the portfolioEnsure prompt and professional response to customer requestsResponsibility for ensuring due compliance to the London & South East contract specifications (Client Specific)Provide monthly reports in the agreed format both internally and to specific clients.Provide Conformity Certificates to clients in line with the required external Auditors (NSI & SSAIB).Ensure all Quality Management Systems are in line with ISO9001, and all administration tasks are carried out in line with this requirement.AdministrationAlongside the operational team, plan and co-ordinate PPM, reactive, project and quoted works and ensure correct labour resource allocation through forward planning.Update both client and in-house IT/CAFM systems with works undertaken ensuring statutory certification and PPM completion is obtained from sub-contractors and in-house labour are uploaded onto the IT/CAFM system in a timely manner to ensure all KPIs and SLA are achieved.Ensure PPM planners are up to date and uploaded into the IT/CAFM system and generate monthly PPMs from that system to disseminate to the engineering team.Raise reactive work orders for engineers and sub-contractors and ensuring consistency of communication with the client throughout the life cycle of every specific job raised.Raise purchase orders and renewal of annual sub-contractor orders for PPM, updating contract information sheets for engineers and management contract files.Manage sales trackers and provide back office support to sales teams as required.Ensure timesheets are processed weekly, ensuring job numbers are correct for input, and expenses claimed are accompanied with the necessary background paperwork.Liaise with client, sub-contractors, engineers and H&K managers as necessary and ensuring the highest levels of contract/back office support to both internal and external stakeholders.Manage and track in coming client calls in line with Security/Fire Operating procedures.Prepare weekly and monthly applications for payment and submit to client for all quoted, reactive and PPM works.Liaise with clients and Contract Managers to resolve invoice/application queries in a timely manner.Provide general administration support to the team and client staff as appropriate.Manage and Apply for Police Intervention to client’s systems with the relevant police authority (ACPO).Provide details on request to operational teams for the correct management of nuisance alarms from client systems.Ensure that administration procedures and records are maintained in line with company policy and outside accreditation bodies including NSI & SSAIB.Support Operational team and key stakeholders to maintain policies and procedures to ensure conformity to outside accreditation bodies including NSI & SSAIBWhat we will need from you as an AdministratorPrevious experience in a similar administrative role, preferably in customer service is highly desirable.Previous experience within the Fire & Security sector would be an advantage but FM or engineering experience is essential.Excellent organisational and time management skills, with the ability to prioritise tasks and meet deadlines (essential).Strong attention to detail and accuracy (essential).Proficient in using Microsoft Office Suite (essential) and CRM software (desirable as training will be provided).Excellent verbal and written communication skills (essential).Strong problem-solving and customer service skills (essential).Ability to work independently and as part of a team (essential).Able to use initiative, be proactive and contribute to continuous improvement activities (essential).What you can expect in return as an AdministratorSalary Range competitive & negotiable depending on experience25 days holiday plus bank holidays and option to buy 5 daysContributory company pension schemeLife AssurancePrivate medical schemeHours: 36.5 hours per week (Monday to Thursday 8.45 – 16.40, Friday 8.45 – 16:00)If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!Personalized benefits that support personal well-being and growth:JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.About JLL –We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.