Lead Contract Support

Overview

Admin & financial support for on‑site facilities team, handling docs, invoicing & reporting.

Key Responsibilities

• vixen system
• invoicing
• timesheets
• wip reports
• financial reports
• hr updates

Tasks

-Ensure the completion of records/forms to comply with QA processes, such as timesheets, absence/sickness forms and holiday requests -Raising job numbers and purchase orders on the Vixen system, ensuring all information is fully detailed, documented, and correct -Provide general administrative support to the site team and client which may include typing correspondence, production of spreadsheets, etc and general assistance when required for the Account Manager -Upkeep of site-based training logs -Keep the HR system updated on staff absences / illnesses -On a monthly basis ensuring the main contract invoicing is raised in time to meet the month end deadlines -Monthly input of timesheets. -On a monthly basis, ensure the Engineers have the correct job numbers and information for any extra works on their timesheets, plus any expense claims -On a regular basis conducting invoicing for extra to contract works ensuring the information is correct and inline with the customer purchase orders -Other ad-hoc duties including ordering stationery, general supplies and uniform whenever required -Keep an updated filing system of PO’s, delivery notes, quotes, service sheets, etc which must be clearly documented for invoicing purposes -Production of quotes relating to extra works for the client, following through the administration process to obtain client purchase orders -Sourcing shift cover for holidays and sickness in line with the contractual obligations -On a weekly basis produce and manage the works in progress reports (WIP) in conjunction with the Account Manager -On a regular basis prepare and develop financial reports for the Account Manager

Requirements

• maximo
• microsoft office
• financial knowledge
• supervisory
• time management
• 4+ years

What You Bring

-Ability to work with finances at a high level -Working knowledge of Microsoft Office, including Word, Excel, and Outlook -Ability to communicate with the clients and Engineers, at all levels -Ability to stay calm during major incidents and relay accurate information to the Account Manager and/or Technical Manager -Good Supervisory Skills -Methodical in their approach to multiple tasks (able to prioritise) -Ability to take minutes from meetings with the client and employees -Ability to delegate tasks and follow up for a timely completion -Reliable and conscientious -Time management skills -Experience of using a facilities-based system, preferably Maximo -Financial / Procurement knowledge -Ideally a minimum of four years’ experience within facilities management/building services

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About Jll

-Founded over 200 years ago, JLL has become a global leader in real estate services and investment management. -With a presence in over 80 countries, JLL offers a wide range of services, including property management, advisory, and capital markets. -JLL manages iconic properties like the Shard in London and works with Fortune 500 companies to optimize real estate portfolios. -The company is known for its innovative solutions in real estate technology and sustainability. -Typical projects include large-scale urban developments, corporate relocations, and infrastructure advisory. -JLL has pioneered the integration of data-driven insights into real estate decision-making. -The company’s expertise spans across diverse sectors, such as residential, commercial, industrial, and infrastructure. -Notable for its long-standing history, JLL continues to shape the global real estate landscape.

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