Administrative Assistant

JLL supports the Whole You, personally and professionally. **TECHNICAL COMPETENCIES**: Experience in a similar role, fluent speaker in English and German (written and oral) IT literate in MS Office and systems management software Experience in dealing with Landlords and Estate Agents Experience in dealing with customers and providing home search Able to co-ordinate and manage planned and reactive services end-to-end Experience of managing, co-coordinating works and sub-contractors Experience of furnishing properties Understanding of Tenancy agreements Previous experience working with housing administrations Holder of a full and valid driving licence **BEHAVIOURAL COMPETENCIES**:.We are looking for a Property Assistant who remains calm under pressure and can communicate effectively at all levels The Property Assistant will be confident in making decisions and follow up their decisions with action, achieving objectives, meeting KPls and SLAs The Property Assistant will be able to work within agreed systems and procedures, and maintain accurate records - The Property Assistant will continuously pursue high standards and communicate effectively with tenants and the client teams The Property Assistant will be able to balance commercial considerations with the needs of colleagues and clients, critically examine numerical, financial and written data, and track delivery against specifications and budgets The Property Assistant will be clear about the contractual requirements and communicate effectively their responsibilities The Property Assistant will provide high levels of customer services at all times **KEY RESPONSIBILITIES AND RESULT AREAS**: Programme Management Responsible for the delivery of reactive, M&E, Soft FM and building fabric works in the leased hold properties Responsible for established services and all other reactive and ad-hoc services. Planning and co-ordination of all works/services with supply chain Support of incidental works and other new works programmes Ensure that information held on JLL system is accurate and timely Establish effective follow-up system for ongoing issues Assisting in management of housekeeping of JLL system, inventories of the SRP flats Liaise with third party providers as necessary Liaising with Housing Administrations Provide effective staff residential accommodation services as defined by the contract Manage and process of invoices and purchase orders in the delivery of this service To provide cover in times of absence where necessary, i.e. Reception. Management of rents and utilities Networking Liaison with Client representatives and customer Co-ordinate all operations with service teams, central help desk team, JLL management and supply chain Performance Management Use of Corrigo to manage all aspects of service delivery against contractual performance indicators Quality Management Undertake quality audit of works in progress and completed Undertake quality audit of all established services Support the Continuous improvement programme and identify issues to drive forward contract development. Compliance and Fraud Fraud Awareness Responsible for ensuring compliance with relevant legislation, Health and Safety, Quality Assurance & Environment Supply Chain Liaise, audit and manage the supply chain QUALITY OF HEALTH, SAFETY AND ENVIRONMENT Ensure strict adherence to all processes and procedures Ensure that all aspects of Health and Safety are covered and that the correct documentation is held, as well as ensuring that the site meets statutory compliance regulations Completion of regular Audits relating to all areas of responsibility. Completes all business reporting in a timely manner RESULTS FOCUS Focuses on "making a difference" Has meticulous attention to detail, ensuring high standards of quality are achieved in all areas. Ensures that effective planning practices are implemented throughout the team. identifies and follows through business opportunities to maximise the mutual benefits to the client and the Company. Has a proactive approach in all areas and demands standards of excellence. Reports contractual information in a timely manner Meets the requirements of the clients SLA's for the account, where gaps exist to have agreed recovery plans in place DELIVERY Maintains composure and behavioural standards in difficult and stressful situations. Maintains enthusiasm and a positive attitude, even when confronted by negativity. Manages, retains and updates contract documentation relating to regulatory compliance in accordance with current legislation Personalized benefits that support personal well-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. About JLL - We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80