HVAC Administrator/Small Works Coordinator in London

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies 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.

Main Duties and Responsibilities

• To provide administration and coordination support to the small works team and service coordinators.
• To process contract management forms in accordance with Integral's compliance procedures specifically the Contract Approval Request, Tender Approval Forms and Sub-Contract procurement processes.
• Liaise with Project Managers in relation to delivery and installation of projects.
• Take responsibility for raising purchase orders and Sub-Contract agreements and issue accordingly.
• Take responsibility for raising sales invoices and applications to customers upon completion of works.
• Liaise directly with suppliers and sub-contractors in relation to deliveries and installations.
• Produce O&M manuals, H&S manuals, site files and assist with the handover process as required.
• Update and maintain Enquiry Log and Contract Tracker documents on a daily basis.
• Book hotels for Engineers and Project Managers and process Engineer's & Project Managers / Design Engineers timesheets on a weekly basis.
• Maintain contract files for each project and ensure drawings, designs, quotations etc. are correctly filed and archived.
• Carry out checks on the configuration management of the project files in line with the QSHE procedures and processes.
• Carry out head office administration tasks as required and day-to-day functions as requested by your line manager.
• Process credit notes.
• Project financial reporting in line with Project Managers weekly project reports, also collation of monthly customer profitability reports and margin deviation.

Small Works Team:

• Assist the Small Works Team with administrative roles, including:
• Process invoices and credit notes.
• Send Weekly ERP Project Cost Reports to Project Managers, help to resolve queries.
• Input timesheets onto Integral ERP system on a weekly basis.
• Compile Operation and Maintenance Manuals for Small Works Sites.
• Maintain Contracts Warranty Spreadsheet. Ensure parts are returned to suppliers and credit notes are received back.
• Tracking reports for hire equipment.
• Assist with New Suppliers questionnaires before being sent to Integral Procurement.
• Complete tasks assigned by manager.
• Order parts for sites, check amount in cost codes before placing orders. Arrange deliveries to sites.
• Retentions ledger – log down project retention and ensure Project Managers are made aware of due dates for first year defects and retention invoice dates.

Other:

• Answer company phone calls.
• Take minutes of meetings.
• Liaise with suppliers for Integral held equipment calibration.
• Keep a log of location of Integral held equipment inclusive of training records and certification for tooling i.e. calibration certs / PAT test etc.
• Hire and off-hire equipment for team members as requested.
• Make travel arrangements for team members and some external staff as requested and deal with invoices for this travel.
• Be available and flexible to do a variant of other tasks outside those above when requested.

Warranty Procedure:

• Assist project managers with warranty control during warranty period.
• Ordering replacement components.

About the role:

This is a full-time permanent position to provide administrative and coordination support to the HVAC small works team. The successful candidate will be required to work between the hours of 08:30 to 17:00 Monday to Friday.

Experience and Qualifications

• GCSE's or equivalent in Maths, English and ICT.
• Knowledge of Microsoft Office / Microsoft Project or similar and familiar with Adobe Acrobat or similar.
• Experience of working in a Project Support role and/or Project Services / Installation business.
• Good communication levels and ability to build relations with key personnel and customers.
• Excellent team working skills.
• Financial awareness.
• In-depth understanding of end-to-end project process and associated activities.
• Proven track record of success.
• Flexible and proactive with ability to work under their own initiative with a high degree of energy, assertiveness and creativity.
• Excellent management skills and strong organisational capability.
• Commitment to collaboration and teamwork.
• Ability to work to tight deadlines, manage multiple projects and work under pressure.
• Strong Microsoft Word, PowerPoint and Excel skills.
• Excellent written and oral English.

Location: Remote – Leicestershire, 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!