Facilities Administrator

Job description

Facilities Administrator - Central Exchange Buildings, Newcastle (12 month fixed term contract)

Objective of Role

To provide secretarial and administrative services and support to the Facilities Management team, which include:

General Office Duties

·  Collecting and sorting incoming mail and arrange for the collection of outgoing mail twice daily
·  Typing and distribution of memos, letters and general correspondence as requested
·  Answering incoming telephone calls, taking comprehensive messages, dealing with general enquiries or transferring calls as appropriate
·  Maintaining personnel records for Building Management staff

- attendance and sickness records

- holiday records

- overtime records

·  Administration of petty cash and expenses in conjunction with Senior Facilities Manager
·  Purchasing and control of office supplies (ie stationery, H&S signs, tea and coffee, etc.)
·  Photocopying as requested
·  Filing and archiving unused files
·  Taking and distribution of tenants’ and contract meeting minutes
·  Greeting visitors to the FM Office, providing refreshments
·  Ensuring the office filing system and directory is always updated
·  Ensuring individual members of the team keep their designated files up to date

APB / Invoices

·  Maintaining invoice control records (APB) for reconciling to periodic service charge reports and liaising with Jones Lang LaSalle accounts. Process invoices in accordance with budget nominal coding.
·  Raising Purchase Orders and Local Works Orders. Sending relevant instructions to contractors regarding the procedure for invoicing. Prepare monthly expenditure variance reports, including year-end forecasting for service charge budgets and project accounts. Submit any movements required on a quarterly basis
·  Recording all Direct Recoveries and ensuring that they are filed correctly, and sent to accounts
·  Dealing with day to day phone calls from contractors chasing payment, and invoice queries such as the status of the invoice within the system
·  Making sure all financial correspondence is filed correctly
·  Investigate invoice queries on request from SFM

Procedures and Systems

·  Administering the Permit to Work process on a daily basis, ensuring all permits are recorded, processed and distributed correctly
·  Delegating work from senior members of staff to the Receptionist
·  Organising the office, reviewing procedures and setting up new systems, as appropriate
·  Keeping site information up to date, i.e. landlord, tenants’ general contact details and the A&D file
·  Raise, issue and monitor of site defects, ensuring they are reported and logged through the Helpdesk
·  Monitor and update the Site Safety Checklist
·  Updating the Office Procedures manual on a regular basis.

Management Duties

·  Completion of works request forms for maintenance as necessary
·  Maintaining good liaison with tenants
·  Managing the Radio and Key Registers
·  Managing the ‘Clear Desk’ policy for the FM Office
·  Carrying out any other duties as instructed by Facilities Manager

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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 Accommodation.Reques@am.jl..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.