Contract Operations Specialist

Jones Lang LaSalle Incorporated; Warszawa; On-site; PLN 60,000 - 90,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking a proactive Facilities Administrator to support the Facilities Team on site. You will help manage day-to-day operations, supplier contracts, PO processes, and reporting while ensuring compliance with health, safety and quality guidelines.

The role requires strong MS Office skills, excellent communication, and the ability to manage multiple tasks in a fast-paced, multinational environment. On-site work in Warsaw, with global client exposure.

Qualifications

• Experience as a Facilities Administrator or similar role.
• Strong MS Office and Outlook skills.
• Ability to multitask in a fast-paced, multinational environment.

Responsibilities

• Provide admin support to the Facilities Team and assist day-to-day operations.
• Administer supplier contracts, PO requisitions and receipting.
• Support Task and Permit to Work systems and related reporting.
• Maintain monthly KPI trackers, audits and site inspections.
• Coordinate office operations and maintain central files and data.

Skills

Facilities administration

Customer service

MS Office

Communication

Tools

MS Office

Outlook

Job description

JLL empowers you to shape a brighter way .

Our 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.

ROLE SUMMARY

This is a key role providing professional administrative support to the Facilities Team, assisting and supporting the day to day operation and delivery of the contract including, administration of supplier contracts, PO requisitions and receipting, supporting client Task System and Permit to Works Systems in addition to reporting on administrating on operational, H&S and Quality. This role would be ideally suited to an administrator experience in a similar facilities role. This is an excellent opportunity for an experienced administrator to work on site for a leading international client.

CORE COMPETENCIES

• Providing relevant FM information and Administration support to the Facilities Manager as required.
• Reporting all accidents, occupational illnesses and emergencies in relevant books/documentation.
• Maintaining monthly performance measurement information for line management in support of contract performance requirements.
• Reporting on a monthly basis - KPI tracker, security audit, contact list, cleaning audit, EHS inspection, site inspection, work orders, accident statistics.
• Supporting Client Task and Permit to Work systems as required issuing work schedules to site teams, monitoring tasks through to completion and contacting suppliers and Landlord as required in terms of permits and access (including registering of visitors and contractors to site).
• Promoting high level of satisfaction among Client users by promptly responding to their service requirements.
• Supporting the Facilities Manager in the effective management of the shipping team including occasional cover in the event of unplanned leave.
• Administrating planned preventative maintenance and repair service.
• Administrating contracted services including security, cleaning, maintenance and to monitor alarms
• Assisting the Account Director and Facilities Managers with HR related matters, for example maintenance of regional records and systems.
• Assisting Facilities Managers and other team members in preparing Standard Operating Procedures manuals.
• Assuring compliance with JLL policies, procedures and standard practices.
• Raising POs and coordinates invoicing and other support of the AP team including PO req's, receipting of POs and managing accruals.
• Managing consumables and critical spares held on site maintaining an up to date inventory.
• Ensuring suppliers provide service per contract scope and work in a safe manner. Escalates issues to line manager.
• EHS -Ensuring suppliers work per JLL EHS guidelines and stops work when it is not safe.
• Building relationships between occupants, FM staff and the suppliers.
• Following all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
• Following required emergency prevention and operational controls, coordinating their daily and weekly schedules as required.
• Maintaining discretion and confidentiality with regards to all discussed MAC plans and dealings.
• Regularly working with external soft services contractors including quality audits and oversight of KPI/SLA delivery
• Working as a member of the team you will insure that all agreed service levels and service standards are met.
• Supporting the coordination of the office operations, procedures and resources to facilitate organizational effectiveness and efficiency including driving JLL best practices and procedures across EMEA.
• Setting up, maintaining, organizing and controlling JLL central files, information, data, reports etc. relating to Soft Services, Space View, Post Room and Amenities across EMEA
• Entering system data, and providing the overall system administration.
• Ensuring prompt resolution of any customer complaints, escalating to the line manager as required

PERSONAL COMPETENCIES, ATTRIBUTES & KNOWLEDGE

• An experienced Facilities Administrator with previous experience in a similar role
• Able to demonstrate outstanding customer service skills and orientation
• Able to multi task and maintain professionalism at all times under stressful situations without supervision
• Proficient in MS Office and Outlook, and possess excellent written and verbal communication and people skills
• Experienced in working in a fast-paced, corporate multi-national environment
• Able to demonstrate flexibility in relation to type of works carried out and availability (essential)
• Experienced in a hands-on role working within an events environment and facilities enviro