HVAC Administrator / Small Works Coordinator

Jones Lang LaSalle Incorporated; Remote; GBP 26,000 - 34,000; Full time

Job summary

A global real estate firm seeks an experienced HVAC Administrator and Small Works Coordinator to provide administrative and coordination support to the HVAC small works team. The role includes processing contract management forms, liaising with Project Managers, and maintaining project documentation. The ideal candidate will have GCSEs or equivalent and significant experience in project support. This is a full-time permanent position with a hybrid work schedule based in Leicestershire.

Qualifications

• Experience of working in a Project Support role.
• Good communication levels and ability to build relations.
• Proven track record of success.

Responsibilities

• Provide administration and coordination support to the small works team.
• Process contract management forms according to compliance procedures.
• Liaise with Project Managers and suppliers for project delivery.

Skills

Microsoft Office

Communication skills

Organizational capability

Project management

Financial awareness

Education

GCSEs or equivalent in Maths, English and ICT

Tools

Microsoft Project

Adobe Acrobat

Job description

**JLL empowers you to shape a brighter way**.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 datesOther:* 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 teamThe 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:**Remote –Leicestershire, GBRIf 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.***JLL Privacy Notice***Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.For more information about how JLL processes your personal data, please view our .For additional details please see our career site pages for each country.For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy .Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page > I want to work for JLL.At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world.For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. 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