Contract Support Administrator

JLL • Permanent • Southampton, Southampton, England, United Kingdom • 3d ago

Contract Support

This is an on-site facilities management contract support position at West Quays Shopping Centre requiring immediate start. The role operates Monday-Friday, 08:00-17:00, reporting directly to the JLL Contract Manager.

Core Responsibilities

Work Order Management & Compliance

The position centers on scheduling all planned preventive maintenance (PPM) and reactive work in accordance with contract requirements and service level agreements. You'll manage payment applications through internal and client systems while maintaining comprehensive documentation for compliance purposes. Critical compliance activities include managing Meridian documentation, ensuring timely completion of inspections, and maintaining both hard and soft copy records according to JLL's quality assurance procedures.

Asset & Financial Management

You'll track and report on asset issues, upgrades, recommendations and insurance inspections while generating analytical reports on breakdown trends, costs and value assessment. Financial responsibilities include managing payment applications, maintaining accurate financial records, reviewing work-in-progress reports, highlighting jobs over 60 days old, and supporting budget preparation and monthly analysis. The role requires working knowledge of timesheets and financial profit awareness.

System Administration & Reporting

Serve as first-line support for the CAFM system and eLogbooks hardware, managing subcontractor assets within the system and generating reports as required. You'll maintain accurate online filing for statutory certification, manage Vantify interactions and deadlines, and handle client incident/accident reporting and data management system updates.

Stakeholder Engagement

Attend steering groups and development meetings as site champion, support Hard Services Supervisors in PPM delivery, provide administration support for Contract Manager financial queries, and manage relationships with subcontractors and the supply chain.

Required Qualifications

Essential Experience:

Minimum 3 years in similar facilities management role allocating and managing work orders
3 years managing subcontractors and supply chain relationships
Recent experience contributing to business control exceeding £1 million
Proven track record supervising building engineering services and/or soft services
3 years successful process management experience
Understanding of helpdesk/call center processes and workflow

Technical Skills:

IT literate with demonstrable knowledge of computer-aided facilities management software
Understanding of asset management information systems
Basic commercial and budgetary understanding
Ability to operate standard office equipment

Personal Attributes:

Customer-focused with excellent communication and interpersonal skills
Strong attention to detail
Consistently punctual and smartly presented
Computer literate with ability to complete only tasks within competency level

The role manages significant financial responsibility while requiring both technical proficiency in FM systems and strong stakeholder management capabilities to ensure contract compliance and client satisfaction.

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