Lead Contract Support

JLL; Remote; GBP 35,000 - 50,000; Full time

Job summary

A leading facilities management firm is seeking a Lead Contract Administrator to provide full administrative support for their on-site team. This role involves managing financial documentation, conducting invoicing, and maintaining a smooth office operation. Candidates should have a minimum of four years’ experience in facilities management, strong communication skills, and proficiency in Microsoft Office. The position is primarily remote, based in London, offering opportunities for career growth in a dynamic environment.

Benefits

Opportunities for career growth

Supportive work environment

AI-powered application analysis for skill alignment

Qualifications

• Experience working in a facilities management environment.
• Ability to manage financial documentation and processes.
• Reliable, methodical, and capable of time management.

Responsibilities

• Provide full administrative support to the on-site team.
• Keep updated records for financial documentation and correspondence.
• Conduct invoicing for extra contract works and manage deadlines.

Skills

Communication with clients and Engineers

Calmness during incidents

High-level financial management

Supervisory skills

Education

Minimum four years’ experience in facilities management

Tools

Microsoft Office (Word, Excel, Outlook)

Facilities-based system (preferably Maximo)

Job description

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies 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.

Lead Contract Administrator

Role Purpose

The concept of the position is to provide full administrative support to the on‑site team, ensuring the smooth running of the office systems, which includes the day‑to‑day engineering function as well as financial aspect of the site.

This role requires a ‘can‑do’ attitude as the position can be extremely varied and hands‑on. Close liaison between the PPM/Scheduler, Account Manager, Technical Manager, Engineers, and client is essential within this team.

General administration will include keeping updated systems including finance documentation, Budgetary Control 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 Senior Administrator, to provide day to day help on the financial aspects of the account to the Account Manager.

Main Duties & Responsibilities

• Production of quotes relating to extra works for the client, following through the administration 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
• Keep an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for invoicing purposes
• Keep the HR system updated on staff absences / illnesses
• On a regular basis conducting invoicing for extra to contract works ensuring the information is correct and inline with the customer purchase orders
• On a monthly basis ensuring the main contract invoicing is raised in time to meet the month end deadlines
• On a weekly basis produce and manage the works in progress reports (WIP) in conjunction with the Account Manager
• On a regular basis prepare and develop financial reports for the Account Manager
• On a monthly basis, ensure the Engineers have the correct job numbers and information for any extra works on their timesheets, plus any expense claims
• Provide general administrative support to the site team and client which may include typing correspondence, production of spreadsheets, etc and general assistance when required for the Account Manager
• Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests
• Monthly input of timesheets.
• Upkeep of site‑based training logs
• Other ad‑hoc duties including ordering stationery, general supplies and uniform whenever required
• Sourcing shift cover for holidays and sickness in line with the contractual obligations
• Ability to gain the best from other employees
• Ability to delegate tasks and follow up for a timely completion
• Ability to take minutes from meetings with the client and employees

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 Account Manager and/or Technical Manager
• Ability to work with finances at a high level
• Good Supervisory Skills

Knowledge

• Working knowledge of Microsoft Office, including Word, Excel, and Outlook
• Experience of using a facilities‑based system, preferably Maximo
• Ideally a minimum of four years’ experience within facilities management/building services
• Financial / Procurement knowledge

Personal Attributes

• Reliable and conscientious
• Methodical in their approach to multiple tasks (able to prioritise)
• Time management skills

Location: Remote –London, GBR

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

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.

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. I want to work for JLL.