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Contract Support Specialist

2 mesi fa

Milano, Lombardia, Italia Jones Lang Lasalle Incorporated A tempo pieno
About the Role

We are seeking a highly organized and detail-oriented Contract Support Specialist to join our team at Jones Lang Lasalle Incorporated. As a key member of our Facilities Management team, you will provide administrative support to our Facilities Managers and ensure the smooth operation of our contracts.

Key Responsibilities
  • Provide relevant FM information and administration support to the Facilities Manager(s) as required.
  • Familiarize yourself with daily operations and the specific scope of the contract to best support FM and functional teams deliver excellent services.
  • Work as a member of the team to ensure that all agreed service levels and service standards are met.
  • Assist Facilities Managers and other team members in preparing and maintaining Standard Operating Procedures (SOP) manuals and other related documents.
  • Drive the timely completion of monthly reporting and outstanding project tasks.
  • Maintain monthly performance measurement information in support of contract performance requirements.
  • Ensure suppliers provide service per contract scope and work in a safe manner.
  • Regularly work cross-functionally to support the oversight of supplier KPI/SLA delivery.
  • Raise Purchase Orders (PO's) and coordinate invoicing and other support of the Accounts Payable (AP) team.
  • Raise client PO's and submit JLL invoices onto SmartBuy portal.
  • Liaise closely with FM and functional teams, ensuring accurate processing of quotations and purchase orders.
  • Work with the CAFM System to ensure all statutory, mandatory PPM and reactive tasks are captured and recorded correctly.
  • Raise and assign work orders to relevant resources.
  • Assure compliance with JLL policies, procedures, and standard practices.
  • Build relationships between occupants, FM staff, and suppliers.
  • Effective communication with all levels of internal teams and external customers.
  • Ensure prompt resolution of any customer complaints.
  • Actively identify and implement innovation across the contract to enhance performance.
  • Promote and maintain JLL culture throughout teams.
Requirements
  • Demonstrate a strong sense of customer focus and promote team spirit and good morale within the office.
  • Excellent command of the English and Italian language demonstrated through good verbal and written communication.
  • Must be detail conscious, accurate, and methodical in approach.
  • Strong organizational and communication skills.
  • Able to work systematically and use own initiative.
  • Able to work on more than one task at any given time.
  • Must demonstrate strong interpersonal skills and be able to work as part of a team as well as independently.
  • Proficient in MS Office and Outlook.
  • Reliable, able to complete work within required time frame and manage own deadline requirements.
  • Calm manner able to work under pressure and against rapidly changing demands and priorities.
  • Able to work as part of a multi-disciplinary team, providing support to other areas of the business on occasions, as required.
What We Offer
  • Hybrid work model (3 days per week in the office).
  • Competitive benefit package.
  • Training and development opportunities.
  • Friendly and supportive company culture.