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Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Role Title

HVAC Administrator and Small works Co Ordinator

 Main Duties and Responsibilities

To provide administration and coordination support to the small works steam and service co Ordinator’s

To process contract management forms in accordance with Integral’s compliance procedures specifically the Contract Approval Request, Tender Approval Forms and Sub-Contract procurement processes.

Liaise with Project Managers in relation to delivery and installation of projects.

Take responsibility for raising purchase orders and Sub-Contract agreements and issue accordingly.

Take responsibility for raising sales invoices and applications to customers upon completion of works.

Liaise directly with suppliers and sub-contractors in relation to deliveries and installations.

Produce O&M manuals, H&S manuals, site files and assist with the handover process as required.

Update and maintain Enquiry Log and Contract Tracker documents on a daily basis.

Book hotels for Engineers and Projects Managers and process Engineer’s & Project Managers / Design Engineers timesheets on a weekly basis.

Maintain contract files for each project and ensure drawings, designs, quotations etc are correctly filed and archived. Carry out checks on the configuration management of the project files in line with the QSHE procedures and processes.

Carry out head office administration tasks as required and day-to-day functions as requested by your line manager.

Process credit notes.

Project financial reporting in line with Project Managers weekly project reports, also collation of monthly customer profitability reports and margin deviation.

Small Works Team:

Assist the Small Works Team with administrative roles, including:

Process invoices and credit notes

Send Weekly ERP Project Cost Reports to Project Managers, help to resolve queries

Input timesheets onto Integral ERP system on a weekly basis

Compile Operation and Maintenance Manuals for Small Works Sites

Maintain Contracts Warranty Spread sheet.  Ensure parts are returned to suppliers and credit notes are received back

Tracking reports for hire equipment

Assist with New Suppliers questionnaires before being sent to Integral Procurement.

Complete tasks assigned by manager

Order parts for sites, check amount in cost codes before placing orders.  Arrange deliveries to sites

Retentions ledger – log down project retention and ensure Project Managers are made aware of due dates for first year defects and retention invoice dates

Other:

Answer company phone calls

Take minutes of meetings

Liaise with suppliers for Integral held equipment calibration

Keep a log of location of Integral held equipment inclusive or training records and certification for tooling i.e. calibration certs / PAT test etc.

Hire and off-hire equipment for team members as requested

Make travel arrangements for team members and some external staff as requested and deal with invoices for this travel.

Be available and flexible to do a variant of other tasks outside those above when requested

Warranty Procedure

Assist project managers with warranty control during warranty period.

Ordering replacement components

.

 About the role:

 This is a full-time permanent position to provide administrative and coordination support to the HVAC small works team

The successful candidate will be required to work between the hours of 08:30 to 17:00 Monday to Friday.

Experience and Qualifications

GCSE’s or equivalent in Maths, English and ICT

Knowledge of Microsoft office / Microsoft Project or similar and familiar with Adobe Acrobat or similar.

Experience of working in a Project Support role and / or Project Services / Installation business

Good communication levels and ability to build relations with key personal and customers

Excellent team working skills

Financial awareness

In-depth understanding of end-to-end project process and associated activities

Proven track record of success

Flexible and proactive with ability to work under their own initiative with a high degree of energy, assertiveness and creativity

Excellent management skills and strong organisational capability

Commitment to collaboration and teamwork

Ability to work to tight deadlines, manage multiple projects and work under pressure

Strong Microsoft Word, PowerPoint and Excel skills

Excellent written and oral English

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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