Contract Support Scheduler in Reading

This job is with JLL, an inclusive employer. 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.

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
• 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 task 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

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements. We're interested in getting to know you and what you bring to the table!