Helpdesk Support

Jll; City of Westminster; On-site; GBP 26,000 - 38,000; Full time

Job summary

Integral & JLL in London is seeking an Administrator to provide full administrative support to the on-site team, ensuring smooth office systems and coordination of the helpdesk. You will also assist with finance admin and PO management within Vixen, and liaise with the Landlords and Occupier site teams.

Day-to-day duties include updating maintenance and QA records, generating reports, handling calls, and ensuring helpdesk and phone coverage.

Qualifications

• Experience with facilities-based systems (SAP & Corrigo)
• AAT or A level equivalents in business subjects
• Excellent communication with clients and engineers

Responsibilities

• Provide admin support to on-site team and coordinate the helpdesk
• Assist with finance documentation and PO management
• Produce daily/weekly progress reports for client and management
• Liaise with site management in weekly client meetings
• Ensure helpdesk and telephone coverage during breaks
• Close jobs after completion and raise quotes/POs in Vixen
• Assist with monthly timesheets and utilization
• Maintain training logs and QA records

Skills

Communication

Calm under pressure

Telephone etiquette

Time management

Education

AAT qualifications

Tools

SAP

Corrigo

Microsoft Office

Job description

• The concept of the position is to provide full administrative support to the on-site team, ensuring the smooth running of the office systems, combined with full co-ordination of the helpdesk system and financial assistance to the Senior Administrator.

• The role also encompasses provision of administration to the Landlords and Occupier site teams.

• This will involve liaising with the Engineers on a day to day basis, investigating any ongoing problems and relaying this information back to the Senior Administrator, Contract Delivery Manager and client.

• General administration will include keeping updated systems including finance documentation, planned maintenance sheets, day to day correspondence, etc.

• Various ad-hoc projects will also arise and ownership will also be the responsibility of the Administrator., Helpdesk Duties;

• Manage and control of all Helpdesk associated calls/tickets and the day to day running and operation of the online system

• Produce daily/weekly progress reports detailing reasons for tasks complete/outstanding, ie. lighting, toilets, power outage, floods, fire, etc. which is then presented to the client and management.

• Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (ie. parts on order, out of hours work, etc.)

• Responsible for ensuring that the helpdesk system and telephone are manned during lunch breaks, etc by other members of the team.

• To liaise and keep informed the site management on all aspects of contract problems, defect and deficiencies - this is primarily relayed in a weekly meeting with the client.

• Ensure that all jobs are 'closed off' once completed satisfactorily.

• undefined Administrative Duties;Raising quotes of extra works for the client, following through the 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.Keeping an updated filing system of PO's, delivery notes, quotes, service sheets, etc which must be clearly documented for the Senior Administrator/Head Office to efficiently invoice.Weekly print out and closure of PPM tasks from the Concept system.Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests.Assistance with monthly input of timesheets and 'Utilisation' details.Upkeep of site-based training logs.Other ad-hoc duties including ordering stationery, general supplies and uniform.Building of PPM planners, permit schemes, risk assessments and method statements.undefined

• undefinedFinancial Duties;Financially aware and able to assist withbudget control, profit and loss reporting etc. Control of purchase order reports for open and un-invoiced orders.Debt management and Credit control for portfolio.Regular Invoicing to customers.Control of overhead cost allocation.undefined

• Skills:Ability to communicate with the clients and Engineers, at all levels.Ability to stay calm during major incidents and relay accurate information to the Contract Delivery Manager/Account Manager.Good telephone manner.undefined

• Knowledge:Working knowledge of Microsoft Office, including Word, Excel and Outlook.Experience of using a facilities-based system, preferably SAP & Corrigo.AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc)undefined

• Personal Attributes:Reliable and conscientious.Methodical in their approach to multiple tasks (able to prioritise)Time management skills.undefined What you can expect from us You'll join an entrepreneurial, inclusive culture. One where we succeedOur 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.

• About Integral & JLL We're Integral, part of JLL. We're a Facilities and Maintenance firm based across the UK. We work with organisations in Mechanical, Electrical and Fabric works with engineers nationwide to deliver engineering excellence for our clients. The Integral family are the largest mobile hard services provider in the UK. If you're looking to step up your career, Integral and JLL are the perfect professional home. At Integral and JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing facilities and maintenance initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at Integral and JLL!, 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..., 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.