Contract Support

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Contract Support OSLO
Role Purpose
A customer and team facing role to provide exceptional customer service and business support in order to contribute to the continued growth and success of the Business, to provide a comprehensive and flexible administration service to the Facilities & Finance Team

What this job involves
Contract
Maintain role as primary contact for service requests generated by the client’s staff

Proactively together with Facilities Manager meet with Client’s local Management on scheduled basis. Communicate regularly with the client’s Management and staff, providing necessary support and information on the status of all areas under their management.

Responsible for managing the inbox and checking purchase order requests are correctly coded against correct cost assignments prior to raising.

Resolving invoice query issues as highlighted by the Accounts Payable team. Utilising the clients query tracker, working with vendors, procurement, and business recipients to ensure issues that may prevent payment of invoices are resolved.

Liaising with client procurement team to ensure all POs are raised on time and assisting the team in resolving any issues relating to the PO.

Responsible for maintaining S2P tracker daily and updating the purchasing tool accurately with the correct information.

Responsible for reconciling Concur expenses for timely approval at the end of each month.

Assisting in internal audits to ensure S2P is working in compliance with the ISO standards

Manage the budget documentation/forecast and administer the works to ensure budget compliance for Stockholm sites. Ensure spending is as per quarterly/monthly forecast and oversees all accruals, re-classes, invoices, etc.

Contract for services as described within the operating budget, management plan and/or management services agreement.

Ensure efficiency and proper records of On Demand purchases and repairs.

Ensure timely reporting.

Ensure accurate and timely reporting of equipment and systems’ malfunctions and nearmisses in both Client’s and JLL’s reporting tools.

Drive adherence to environmental compliance, waste disposal and all Safety programs.

Work with contractors to receive all necessary documents to comply with Environmental and Safety norms

Finance
Ensure integrity of financial transactions for contract maintain WIP, OPO’s and Debt to within agreed contractual and company defined parameters.

Attend and actively participate in weekly finance meeting with contract manager/subcontractors

Actively complete MySupplier sub-contractor reviews.

Create/raise Extra Works jobs.

Create accurate Extra Work, Projects & Maintenance POs in a timely manner.

Regularly review and process supplier invoices.

Raise sales invoices (complete billing) in line with company deadlines at the correct margin.

Assist with month end financial reporting and ensure deadlines are met.

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

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 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.