Administrator

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

About JLL
We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.
If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at JLL

Role Purpose
We currently have an exciting opportunity for a Facilities Administrator. The Facilities Administrator is a key role reporting directly to the Assistant Facilities Manager. In this role you would be performing a variety of tasks including the implementation of all approved initiatives and programs, by managing and coordinating the efforts of the Facilities team (e.g. service providers, contractors, signing contracts, preparing commercial proposals etc) to achieve the goals.
You will be responsible for representing Jones Lang LaSalle in the local and regional business, IFM, and Real Estate community in order to promote Jones Lang LaSalle’s reputation and capabilities to prospective tenants and clients. You will also be responsible for the cost optimization, for forecast accuracy, and for driving the cost down proactively, for searching actively for the cost optimization/cost savings.
You will have experience working in a dynamic and fast-paced environment with attention to detail, high sense of urgency and the drive to hold the team accountable for results.
What this job involves
Maintain role as primary contact for service requests generated by the client’s staff. Proactively together with Assistant Facilities Manager meet with Client’s local Management on scheduled basis. Communicate regularly with the client’s Management and staff, providing necessary support and information on the status of all areas under his management.

Manage the budget documentation/forecast and administer the works to ensure budget compliance for Stockholm sites. Ensure spending is as per quarterly/monthly forecast and oversees all accruals, re-classes, invoices, etc.

Assemble and analyse contract bids, submit recommendations and prepare the standard form contract agreement for the Assistant Facilities Manager for execution. Participate in group wide bid processes as appropriate

Procure when needed supplies and equipment to manage the office. Manage of GRs and PO creation in JDE

Contract for services as described within the operating budget, management plan and/or management services agreement.

Ensure efficiency and proper records of On Demand purchases and repairs and proper Action Line administration in Stockholm office

Ensure timely Maximo reporting

Ensure accurate and timely reporting of equipment and systems’ malfunctions and near-misses in both Client’s and JLL’s reporting tools.

Represent CS to business on Stockholm site

Point of contact for BU employees in Stockholm

Single point of contact for Landlord

Managing issues related with Landlord ops

Single point of contact for Stockholm projects

Single point of contact for Stockholm enhanced services

Drive adherence to environmental compliance, waste disposal and all Safety programs. Work with contractors to receive all necessary documents to comply with Environmental and Safety norms

Receptionist responsibilities

Self-motivated person and able to play in a team

Confident and smart ap