Contract Support

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Our people at JLL 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 youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

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 clients staff

• Proactively together with Facilities Manager meet with Clients local Management on scheduled basis. Communicate regularly with the clients Management and staff providing necessary support and information on the status of all areas under their management.

• Responsible for managing theinbox 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 Clients and JLLs 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 OPOs 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.

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If this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were 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 yourepursuing.

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