Administrative Assistant

vor 2 Wochen

Wien, Österreich JLL Vollzeit

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

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