Contract Operations Specialist

Jones Lang LaSalle Incorporated; United States; Remote; USD 17,000 - 25,000; Full time

Benefits offered by this job

Remote work model

Private healthcare

Life insurance

Career development

Training opportunities

Friendly culture

Job summary

JLL in Poland is seeking a professional Facilities Administrator to provide administrative support to the Facilities Team on a remote basis from Warsaw. You will handle supplier contracts, PO requisitions, and reporting, while assisting with HR matters and SOPs, ensuring policies and safety guidelines are followed.

This role emphasizes customer service, cross-functional coordination, and accurate data management, with opportunities to contribute to KPI tracking, site operations, and the

Qualifications

• Experience as a Facilities Administrator or similar role.
• Excellent customer service and communication skills.
• Ability to multitask and remain professional under pressure.
• Proficient in MS Office and Outlook.
• Experience in a fast-paced, multinational corporate environment.

Responsibilities

• Provide admin support to the Facilities Manager and team.
• Maintain KPI trackers, safety and quality reporting.
• Process PO requisitions, invoicing, and supplier coordination.
• Assist HR matters and maintain regional records and SOPs.
• Coordinate office operations and facilities services across EMEA.

Skills

Customer service

Multitasking

Professionalism under pressure

MS Office

Outlook

Written and verbal 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 peopleand empowering them tothrive, 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 environment

Every day is different, and in all these activities, we’d encourage you to show your ingenuity.

What you can expect from us:

• Employment contract
• Remote work model
• Competitive benefit package (incl. Benefit Systems, private healthcare, life insurance)
• Possibility to work in a highly professional, stimulating and challenging work environment of multinational Company with great and long-term career prospective
• Opportunity to demonstrate your own initiatives
• Opportunity to participate in training and development programs
• Friendly and supportive company culture

Location:

Remote –Warsaw, POL

If this job description resonates with you, we encourage you to apply, even if you don’t meet all 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.

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For additional details please see our career site pages for each country.

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.