Job Openings at JLL

We are currently recruiting for a Finance & Office Administrator at our exciting client site , one of the largest mixed-use destinations outside of London. This role will be responsible for providing comprehensive financial and general administrative support, ensuring the highest standards of management in line with JLL best practices. This role offers an exciting opportunity to contribute to the efficient running of a service charge budget and interact with various stakeholders in a fast-paced environment.

Reporting Structure:

• You will report directly to the Estates Director and work closely with the on-site management team and JLL colleagues in surveying, accounts payable, client accounts, and the service charge team.

What this job involves:

• As our Finance & Data Administrator, you will play a pivotal role in the seamless financial operations of our bustling mixed-use destination. You will be a key point of contact, ensuring the highest standards of financial management and general administrative support. Your responsibilities will include managing a service charge budget, processing invoices, reconciling accounts, and providing crucial analytical support. 

Key Responsibilities:

Financial Administration:

• Manage the administration of the service charge budget and all JLL and on-site accounts systems
• Process insurance claims and allocate refunds
• Handle supplier payment queries and ensure timely payments
• Process service charge and landlord expenditure invoices and purchase orders
• Monitor centre's bank balance and manage finance requests
• Track and reconcile invoices, update budget trackers, and manage year-end reconciliations
• Set up new suppliers and maintain financial records

Utility Administration:

• Record occupier utility meter readings and manage related queries
• Supporting the Operations Manager in tracking the energy usage of the on-site units
• Liaise with utility broker to arrange change of tenancies with utility suppliers

Rates Administration:

• Maintain and monitor the Rates Mitigation Tracker
• Liaise with rates departments to ensure proper payment processing
• Manage change of tenancies with relevant parties

General Administrative Tasks:

• Provide professional customer service as the first point of contact
• Manage meetings, diaries, for the Estates Director
•  Manage on-site occupancy and vacancy database
• Provide analytical support, including footfall figures and sales data
• Maintain office supplies and manage meeting room bookings
• Updating and maintaining Vision
• Submit Health and Safety reports
• Take notes and minutes during meetings.
• Manage the first stage approvals on contractor tracker
• Responsible for Occupier Communications
• Liaise with tenants regarding advertising spots in the car park light boxes, this includes negotiating terms.
• Liaise with tenants when vacating a unit, ensuring keys are returned, liaise with future tenants and agents to arrange access to units for viewings, and ensuring keys are returned
•  Maintain occupier keyholder database and information for emergency evacuation grab bags

Required Qualifications and Experience:

• Strong numeracy skills with experience in financial monitoring and management
• Maths and English GCSE/O Level or equivalent
• Relevant vocational qualifications (e.g., NVQ/SNVQ)
• Relevant finance and office administration experience
• Proficiency in Microsoft Office suite, especially Excel, Word, Outlook
• Excellent communication and customer relations skills

Competencies and Attributes:

• Exceptional organisational skills with the ability to work independently
• Strong interpersonal skills to interact effectively with diverse stakeholders
• Ability to multitask and prioritise in a fast-paced environment
• Attention to detail and commitment to accuracy
• Discretion in handling sensitive and confidential information
• Proactive approach and ability to work well within a team

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Delivery Support Lead - 6 month contract (Maternity Cover) - Stockley Park

We are looking for a Delivery Support Lead to joing the team for a minimum 6 month fixed term contract to cover maternity leave.

The Delivery Support Lead is responsible for planning, scheduling, and coordinating proactive maintenance works to be completed in the data centre. This role collaboratively works with field and network operations teams, engineering, and the customer to ensure the delivery of a highly reliable data centre environment.

Key Responsibilities

• Planning and scheduling of all preventative and corrective maintenance activities in the data centre.
• Liaising with vendors, contractors, and internal teams to coordinate maintenance activities.
• Monitoring and reporting on the status of maintenance tasks to relevant stakeholders.
• Ensuring all maintenance works comply with safety standards, operational policies, and procedures.
• Updating the Computer Maintenance Management System (CMMS) with complete and real-time data.
• Identifying critical facility equipment, assessing risks, and implementing preventative measures.
• Reviewing maintenance plans and schedules regularly to optimize resources.
• Participating in the planning and execution of disaster recovery procedures.
• Coordinating with teams for planned and emergency shutdowns, ensuring minimal disruption to operations.
• Continuously improving maintenance scheduling process and benchmarking against industry standards.
• Asset Management Review – Ensuring correct Assets are assigned on Maximo, if not highlight to Maximo Team to add or delete
• De-clashing critical Maintenance
• Updating Maintenance planner, highlighting any delays / issues with maintenance activities to ensure these are discussed / highlighted during quarterly review meetings
• Attending weekly & quarterly maintenance & KPI Meetings
• Provide general support to maintenance teams and engineers
• Assist with on-site audits and reporting
• Travel to and from different sites (data centres) providing support to other contract support / planners
• Any Ad-hoc duties

Qualification and Skills

• Bachelor's degree in a technical field, such as Mechanical, Electrical, or Industrial Engineering, or relevant work experience.
• Previous experience in a similar role in the data centre, facilities management, or building operations industries (Minimum 5 years’ experience)
• Knowledge of data centre infrastructure, including HVAC, fire suppression systems, electrical systems, and UPS.
• Excellent organizational, project management, and planning skills.
• Strong communication and interpersonal skills, with ability to effectively interface with all levels within the organization and with external vendors/contractors.
• Proficiency in CMMS or similar software (Maximo / SNOW would be an advantage)
• Strong problem-solving and decision-making skills.
• Understanding of health and safety regulations in the data centre environment.
• Certification in data centre operations or facilities management is a plus.
• Ability to work on-call for emergency issues outside of normal working hours.

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The Shift Engineer forms part of the Technical team service provided under the contract.

This Role falls part of the FM Operations based in BP Sunbury static based.

Operating Hours will be a shift 0800 till 1830 spread over a shift pattern 4 days on 4 days off ,This will include call out.

• This role offers the opportunity to provide efficient and effective control of work services, supporting projects, operational activities, and small works across the BP portfolio. Primarily site-based, the position also includes the potential to provide local support to other BP site, central London location, based on skill set and operational requirements.
• Training and professional development will be a key part of the role and overall package, with a focus on further upskilling in areas such as Authorised Person (AP) responsibilities, isolations, and other key disciplines.

Key objectives of the role:

• The role will provide support in the coordination, planning and monitoring of sub-contract works including monitoring, auditing, and enforcement of the Control of Work requirements.
• The role is responsible for the safe execution, agreed quality and timely completion of sub-contract work and to ensure that the Client & JLL requirements are adhered to at all times.
• Support with out of contracted hours works and manage contractors and own work load Accordingly in accordance and support from the Engineering Management Team.
• Ability to fault find LV / ELV control systems including monitoring and fault diagnostics on power quality.
• Isolation of Plant and management of System including Controls and pump sets.
• Will need to be IT literature as they will be required to work in real time on a tablet.
• Manage data collection and systems to pull information and make changes.
• To be able to install and maintain new plant and equipment when required, ensure that plant faults and defects are swiftly rectified.
• Ensure that suitable spares are available to carry out both maintenance and reactive works and to establish estimated timescales to carry out remedial works
• The individual should have good understanding of HVAC systems and fundamentals, including the ability to be able to operate the equipment at its full potential. This includes basic controls knowledge with the ability to diagnose and repair any non-gas related issues.
• Manage time on Projects to suite deadlines and complete assigned tasks as stipulated by Technical Services / Project managers.
• Will be expected to have acquired elements of other skills which enable them to work flexibly across trades
• React to breakdown maintenance requests within the required SLA’s.
• Ability to self-perform maintenance tasks.
• Good understanding of an IT environment and Data systems
• Previous Thermographic understanding preferred but not essential
• Technical awareness of computer room/call centre/trader operations and experience of power, UPS, CPS, distribution, cooling etc.
• Understanding of modular UPS systems including full understanding and experience of functional switching and scheduled switching. Capability of producing switching programmes.
• Ability to maintain Dali lighting systems, including re-addressing and software changes (Software training to be provided)
• Experience working with building management systems including fault finding and operator use. Experience with VAV systems, FCU systems, passive and active chilled water circuits and chilled beams.
• Understanding of power generation, G59, auto changer systems. Or equivalent
• Experience and understanding of HVAC systems.
• Ability to test and diagnose power quality issues including harmonic distortion using onsite power analysers
• Able to apply a risk focused maintenance approach and operations of plant and systems in data centres/critical environments
• Provide emergency response OOH on site to manage the site BCP, Escalate urgent issues identified through to the Technical Services Manager. Respond to work interruptions, outages or emergencies consistent with the SLA.
• Responsibility for ensuring all critical related engineering maintenance documentation & records are kept updated and conform Industry Standards
• Ensure maintenance tasks are completed within agreed timescales.
• Liaise with Clients representatives with respect to maintenance & repair tasks.
• Advise the Facilities Management Team of changes in critical environment requirements
• Must be willing to work over & above contractual hours.
• Undertake site surveys & produce Works Requests, Method Statements & Risk Assessments for planned works.
• Undertake Upgrade & Install small works.
• Control and supervise contractors when required.
• To ensure all PPM’s and Critical Facility PPM’s are carried out to schedule and also ensure completion of all reactive Helpdesk Requests ensuring closing and completion in line with SLA’s
• Ensure maintenance is carried out in line with JLL H&S procedures, using the permit to work system where applicable and action improvements identified during the building and workplace inspections and reviews
• Monitor and analyse environmental conditions, review the loading and working conditions of critical equipment regularly
• Fully understand the operational protocols associated with alarm conditions and auxiliary back-up system capabilities
• Complete an incident report for all abnormal incidents affecting systems availability (draft prepared within 24 business hours of an incident). Determine the root cause and action items required to restore availability and prevent a recurrence. Review and submit to the Engineering Manager ensuring all actions are documented reviewed and completed
• Entering relevant quotes and remedial works onto the in-house team to be managed correctly
• Maintain L8 compliance and onsite water treatment systems
• Continually communicate building issues to end users.
• Carryout fault finding on start-delta motors including VFD’s and Soft Start controls / contactors
• Assist and enhance service delivery through best practice and the effective use of site systems and equipment.
• Understanding of a CDM/ Permit to work process with experience of working on previous electrical install projects. Working alongside the EMEA Control of Works and SAP
• Knowledge of domestic and commercial LTHW systems, pressure vessels buffer vessels and valve operation.
• Maintain pumps sumps and tanks including float values sensors

KNOWLEDGE, SKILLS & QUALIFICATIONS REQUIRED

• Building Services Knowledge
• Minimum of 5 yrs experience with a Recognised Apprenticeship and Qualifications to undertake the role in higher Education L2 Minimum
• Mechanical/ Electrical / HVAC Knowledge
• Commercial or LV switching Knowledge
• Facility knowledge understand Hvac and systems.
• HSE Knowledge
• City & Guilds or equivalent in an Engineering, Electrician qualifications
• SMSTMS / IOSH / NEBOSH certification desirable
• Manager or supervisory experience of contractors for both remedial service and maintenance,
• Competent operator of Permit to Work systems
• Computer literate, familiar with MS Office Applications, including Microsoft Project and capable of becoming competent user of bespoke databases
• Experience of having worked in a similar role within a large diverse organisation and have a proven track record of success in delivering and monitoring EHS activities
• Ideally, experience of working in a continuous improvement culture.
• BMS Controls Experience / HVAC Experience
• Understanding not limited to PRVs , Pumps,
• Critical Environment Cooling
• Knowledge of emergency response/standby/call out activities and protocols
• Understand the monitoring of utilities and environmental programmes