Site-Based Contract Admin & Scheduler

Jones Lang LaSalle Incorporated; Greater London; On-site; GBP 32,000 - 42,000; Full time

Benefits offered by this job

Overtime pay

Standby rate £15/day

23–24 days holiday

Health cash plan

Pension scheme

Employee Assistance Program (EAP)

Cycle to work

Salary sacrifice for EV

Employee discounts

Learning and development

Job summary

Jones Lang LaSalle Incorporated (JLL) is seeking a Contract Admin (Site Based) to serve as the scheduling and contract administration backbone on-site in London. You will coordinate engineer schedules, liaise with clients and vendors, and manage PO processes while ensuring compliance and timely reporting.

The role requires strong organisational, communication, and financial process skills, with experienced use of SharePoint and contracting workflows.

Qualifications

• Experience in a contract administration, scheduling, dispatch, resource planning, or facilities administration role.
• 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 escalation 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.
• Manage the application process for customer permits.
• Log and manage near-miss and good-catch reporting.
• Administer the training matrix.
• Document solutions and maintain knowledge base articles.

Skills

Scheduling

Contract administration

Liaison with clients

SharePoint

Reporting

Organisational skills

Communication

Budgeting and PO processes

Tools

SharePoint

PO/billing systems

Job description

Jones Lang LaSalle Incorporated (JLL) is seeking a Contract Admin (Site Based) to serve as the scheduling and contract administration backbone on-site in London. You will coordinate engineer schedules, liaise with clients and vendors, and manage PO processes while ensuring compliance and timely reporting.

The role requires strong organisational, communication, and financial process skills, with experienced use of SharePoint and contracting workflows.