Site Contract Admin & Scheduling Coordinator

Jones Lang LaSalle Incorporated; City of Westminster; On-site; GBP 42,000 - 54,000; Full time

Benefits offered by this job

Overtime premiums

Bank holiday pay

23+ days holiday (pro rata)

Health cash plan

Pension scheme

EAP

Cycle to work

EV salary sacrifice

Employee discounts

Learning & development

Job summary

Jones Lang LaSalle Incorporated is seeking a Contract Admin (Site Based) to provide administrative backbone and engineer scheduling for contract delivery on site. You will plan and coordinate engineer schedules, manage PO/Billing processes, and ensure compliance records are up to date across the project.

The role requires strong organisational skills and experience with SharePoint and contract compliance. You will liaise with clients, vendors, and the Contract Support team to maintain timely

Qualifications

• Experience in a contract administration, scheduling, dispatch, resource planning, or facilities administration role, ideally in a site-based environment.
• 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 elevate 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.

Skills

Contract administration scheduling

Scheduling

Resource planning

Facilities administration

Organisational skills

Prioritisation

PO raising

Billing

WIP

SharePoint

Communication

Attention to detail

Tools

SharePoint

Job description

Jones Lang LaSalle Incorporated is seeking a Contract Admin (Site Based) to provide administrative backbone and engineer scheduling for contract delivery on site. You will plan and coordinate engineer schedules, manage PO/Billing processes, and ensure compliance records are up to date across the project.

The role requires strong organisational skills and experience with SharePoint and contract compliance. You will liaise with clients, vendors, and the Contract Support team to maintain timely