HSSE Admin

JLL; Warszawa; On-site; PLN 90,000 - 120,000; Full time

Job summary

JLL in Warsaw is seeking an EMEA E-Prep Admin to coordinate Emergency Preparedness programs across the EMEA region. You will serve as the primary contact for documentation, drill scheduling, site compliance, and dashboards across facility management tools.

This role suits an organized, safety-focused professional eager to develop expertise in emergency management within a global real estate leader. Collaboration spans multiple countries and diverse teams.

Qualifications

• Bachelor's degree or equivalent in Health & Safety, Facilities Management, Emergency Management, or a related field.
• 1–3 years of experience in EHS administration, emergency preparedness, or facilities coordination.
• Knowledge of emergency preparedness regulations and standards applicable within EMEA.
• Experience with facilities management or EHS reporting tools.
• Strong organisational and administrative skills with the ability to work with data streams.
• Proficiency in Microsoft Office (Excel, PowerPoint, Word).
• Strong written and verbal communication skills in English.
• Ability to work independently, take initiative, and adapt to shifting priorities.

Responsibilities

• Coordinate and schedule emergency drills across EMEA sites.
• Maintain and update Emergency Preparedness documentation (ERMs, EAPs, floor plans).
• Monitor site compliance with E-Prep requirements and report gaps.
• Support maintenance of E-Prep dashboards and reporting tools.
• Track corrective actions from drills, audits and inspections to closure.
• Coordinate Fire Marshal/Warden and First Aider programmes, including training records.
• Assist with E-Prep audits, inspections, and risk assessments.
• Liaise with site teams to ensure emergency equipment inspections are current.
• Prepare regular E-Prep status reports and KPI summaries for leadership.
• Support review and closure of E-Prep work orders in FM systems.
• Provide ad-hoc admin support to regional EHS and FM teams.
• Data entry, document formatting, and record-keeping across EHS programmes.

Skills

English proficiency

MS Office

Organisational skills

Data handling

Communication skills

Independent working

Education

Bachelor's degree in Health & Safety or related field

Tools

Microsoft Office

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 peopleand 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 JLL

JLL is a leading professional services firm specializing in real estate and investment management. We help organizations around the world achieve their ambitions by owning, occupying, and investing in real estate. Our Health, Safety, Security & Environment (HSSE) team ensures that every JLL workplace meets the highest standards of safety and wellbeing.

This role offers the opportunity to make a meaningful contribution to HSSE excellence across one of the world's most dynamic regions while developing your career in emergency preparedness and health and safety management.

Job Summary

The EMEA E-Prep EHS Admin is responsible for the coordination, administration, and continuous improvement of Emergency Preparedness (E-Prep) programmes across the EMEA region. The role serves as the primary point of contact for E-Prep documentation, drill scheduling and tracking, site compliance monitoring, and the accuracy of dashboards and reporting across a range of facility management and EHS tools.

This is an excellent opportunity for an organized, safety-focused professional to build expertise in emergency management while working with diverse teams across multiple countries. You'll have real impact, clear ownership, and the chance to develop your career within a global leader in real estate and facilities management.

Key Responsibilities

• Coordinate and schedule emergency drills (fire, evacuation, shelter-in-place, table-top exercises) across EMEA sites
• Maintain and update Emergency Preparedness documentation, including Emergency Response Manuals (ERMs), Emergency Action Plans (EAPs), floor plans, and emergency contact lists
• Monitor site compliance with E-Prep requirements and elevate gaps to regional EHS managers in a timely manner
• Support the maintenance and accuracy of E-Prep dashboards and reporting tools
• Track and follow up on corrective actions arising from drills, audits, and inspections through to closure
• Coordinate Fire Marshal/Warden and First Aider programmes, including training records, appointment tracking, and volunteer roster management
• Assist with E-Prep-related audits, inspections, and risk assessments
• Liaise with site teams to ensure emergency equipment inspections (e.g., fire extinguishers, EPK, AEDs, first aid kits, etc.) are current and fully documented
• Prepare regular E-Prep status reports and KPI summaries for leadership
• Support the review and closure of E-Prep work orders within facility management systems
• Provide ad-hoc administrative support to the regional EHS and FM teams as workload and priorities require
• Assist with data entry, document formatting, and record-keeping across EHS programmes
• Help maintain shared drives, filing systems, and knowledge repositories
• Support other EHS programme areas (e.g., Corrective Actions Tracker, incident reporting, etc) during peak periods or as directed by the regional EHS managers

Required Qualifications

• Bachelor's degree or equivalent in Health & Safety, Facilities Management, Emergency Management, or a related field (Completion of a post-secondary school (szkoła policealna) in occupational health and safety, OR Higher education with a specialization in H&S or postgraduate studies in H&S)
• 1–3 years of experience in EHS administration, emergency preparedness, or facilities coordination
• Knowledge of emergency preparedness regulations and standards applicable within EMEA
• Experience with facilities management or EHS reporting tools
• Strong organisational and administrative skills with the ability to work with data streams
• Proficiency in Microsoft Office (Excel, PowerPoint, Word)
• Strong written and verbal communication skills in English
• Ability to work independently, take initiative, and adapt to shifting priorities

Preferred Qualifications

• NEBOSH General Certificate, IOSH Managing Safely, or equivalent EHS qualification
• Experience supporting multinational or regional operations across multiple time zones
• Experience with Fire Marshal/Warden and first aid coordination programmes
• Knowledge of emergency drill best practices and post-drill evaluation methodologies
• Familiarity with large corporate EHS systems, processes, and reporting platforms
• Experience with data visualisation or business intelligence tools
• Additional European language skills (e.g., German, French, Spanish) are advantageous

Why This Role?

Real Impact: Your work directly protects people's safety and ensures regulatory compliance across hundreds of sites.

Regional Exposure: Work with diverse teams across EMEA, gaining international experience and cultural awareness.

Career Development: Build specialized expertise in emergency management within a global organization with clear career pathways.

Variety: No two days are the same—you'll coordinate drills, solve problems, work with stakeholders at all levels, and contribute to continuous improvement.

JLL Culture: Join a company committed to safety excellence, sustainability, and creating environments where people and businesses thrive.

Location:

On-site –Warsaw, POL

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.

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