JLL
Contract Support Scheduler
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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.
Contract Support Scheduler
Core Information
- Core Hours: Monday-Friday, 8:00am - 17:00pm
- Location: Reading
Role Overview
To provide comprehensive administrative support to the on-site engineering teams, ensuring the smooth running of the CAFM systems, combined with full coordination of the helpdesk system and financial assistance to the Lead Administrator. The role encompasses the management of all sub-contractors on the account ensuring correct and safe completion of tasks.
Key Responsibilities
Helpdesk & CAFM System Management
- Manage and control all Helpdesk associated calls/tickets
- Support daily reviews detailing reasons for tasks complete/outstanding (e.g., lighting, toilets, power outage, floods, fire), presented account management
- Production of account-wide meter reading report for issue to client
- Supporting account management with the production of monthly and quarterly reports detailing reactive and PPM statistics from the CAFM system
Resource & Task Coordination
- Scheduling of engineering resources for allocation of both reactive and PPM tasks and following up to ensure completion
- Scheduling of all sub-contractors across the national account including:
- Obtaining RAMs (Risk Assessments and Method Statements)
- Contractor attendance forms
- Attendance report sheets
- Ensuring full update and closure of tasks within the CAFM system
- Identification of remedial works following sub-contractor attendance and issue any remedial work quotes to the relevant site manager to review and quote
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Communication & Liaison
- Consistently liaise with any engineers who have ongoing work orders to resolve in a timely manner
- To liaise and keep informed the site management/account management on all aspects of contract problems, defects and deficiencies – primarily relayed in daily meeting with account team
- Good telephone manner and ability to communicate with clients and Engineers at all levels
Administrative Duties
- Raising job numbers and purchase orders on the finance system, ensuring all information is fully detailed, documented and correct
- Keeping an updated filing system of POs, delivery notes, quotes, service sheets, clearly documented utilising the company’s account compliance document library.
- Ensure all jobs are 'closed off' once completed satisfactorily
- Other ad-hoc duties including ordering stationery, general supplies and uniform
- Various ad-hoc tasks to support the Lead Administrator
Compliance & Statutory Records
- Supports FM with monthly update of the compliance task tracker
- Administration support for updating statutory compliance records
Financial Duties
- Financially aware and able to assist with budget control, profit and loss reporting
- Control of purchase order reports for open and un-invoiced orders
Required Skills & Qualifications
- Ability to stay calm during major incidents and relay accurate information to Site Manager/Account Manager
- Working knowledge of Microsoft Office (Word, Excel, Outlook)
- Experience using facilities-based systems, preferably Corrigo
- AAT qualifications or A level equivalents in suitable subjects (Business studies, economics, etc.)
Location:
On-site – Reading, GBR
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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 HRSCLeaves@jll.com. 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.
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