East Africa Facilities Administrator

Duties & Responsibilities/Deliverables:
Procurement & Vendor Management

Supporting the delivery of FM operations across the portfolio in terms of Procurement and Vendor Management, adding value and driving innovation
The ability to understand and offer guidance to FM’s in terms of managing local vendors
Ensure vendors are well-managed, delivering services on time and within budget
Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice

Contracts Management

Keep track of all contracts to ensure that they are professionally delivered.
Ensure all contractual deliverables are actioned within agreed timeframes/KPI/SLA’s

Finance Management / Cost Control / Profitability

Maintain Finance tracker and related responsibilities.
Ensure financial processes are followed at all times.

Site Operations Management

Coordinate with JLL FMs for action items.
Maintain FM related action tracker
Acting as go-to person in relation to coordination of all FM related tasks.
Recommend continuous quality improvement practices and implement Industry Best Practice operations
Ensure all Critical Environment (CEM) requirements are met

Risk Management

Ensuring statutory and local regulatory compliance relating to all aspects of service delivery at all facilities.
Ensure a property risk management program including audits are implemented and maintained.
Ensure escalation procedures and incident reporting procedures are implemented and in place.
Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s business conduct.

Administration Task:

Utilising various software packages to produce correspondence, documents, presentations, spreadsheets and databases
Maintain document control records
Support the team to produce high standard quality documents and deliverables in MS Word, MS Excel and MS PowerPoint
Ensure day-to-day team support functions are carried out in relation to office stationery and office consumables, and the purchasing of other equipment and materials required by the team.
Provide minutes of meetings and distribute within an appropriate timeframe
Develop an understanding of the key areas of FM delivery to be able to provide support to all members of the FM team
Utilise the clients system for booking the use of site meeting rooms
Coordinate the team requirements with head office in Dubai
To ensure FM administration services are delivered efficiently and effectively
Ensure appropriate processes and procedures are followed
Implementing and maintaining filing systems (both electronic and hard copy systems). Organising and storing paperwork, documents and computer based information
Facilities Team meeting arrangements
Preparation of quotations and purchase orders
Preparation and cross checking of contractor invoices
Daily interface with client and contractors.
Security access to the building – cross checking of staff visa/employment information
Prepares monthly client reports, financial reports and updates local policies and procedures.
Drafting letters, verbal instruction forms, contracts and other documentation as necessary.
Assisting the FM managers with procurement and tendering exercises.
Other project related activity as required
Ensuring working in accordance with HS&E procedures and instructions, contractual, legislative and local requirements
Reporting immediately to line management if they sustain an injury or become ill whilst at work, or where they are directly involved in or witness any serious incident, dangerous occurrence or significant environmental pollution incident
Notifying line management of any identified or suggested opportunity for improvement of the HSEMS and associated health, safety & environmental risk controls

Eligibility

Strong FM Background with a proven ability to understand and interrogate hard service / soft service delivery.
Proven track record of supporting and leading site-based teams across multiple service lines.
Ability to work without supervision with the ability to drive positive impacts.
Must be prepared to travel in order to support region wide delivery.
Demonstrate successful contract management and team management.
Proven ability to build and maintain strong vendor relationships.
Experience in financial management and identifying cost savings/avoidance.
Advanced Microsoft Office experience required.
Able to work within a team
Able to work on own initiative
Able to fit within the company culture
Able to adapt to a fast pace and demanding environment
An excellent communicator, both verbal and written
Proficient in Outlook, Word and Excel is essential
Educated to equivalent of GCSE level with a minimum of grade C in English and Maths

Apply via :

jll.wd1.myworkdayjobs.com