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 ‎91,000 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.
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!

About JLL
We’re JLL. We’re a professional services and investment management firm
specializing in real estate. We help organizations around the world achieve
their ambitions by owning, occupying and investing in real estate.
If you’re looking to step up your career, JLL is the perfect professional
home. At JLL, you’ll have a chance to innovate with the world’s leading
businesses, put that expertise into action on landmark projects, and work on
game-changing real estate initiatives. You’ll also make long-lasting
professional connections through sharing different perspectives, and you’ll be
inspired by the best. We’re focused on opportunity and want to help you make
the most of yours. Achieve your ambitions – join us at JLL!

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 Assistant 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 S2P 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.

Every day is different, and in all these activities, we’d encourage you to
show your ingenuity.

Sound like you? To apply you need to have:
An experienced Finance/Facilities Administrator with previous experience in a
similar role

Able to demonstrate outstanding customer service skills and orientation

Able to multitask and maintain professionalism at all times under stressful
situations without supervision

Proficient in MS Office and Outlook, and possess excellent written and verbal
communication and people skills

Experienced in working in a fast-paced, corporate multi-national environment

Able to demonstrate flexibility in relation to type of works carried out and
availability (essential)

Experienced in a hands-on role working within an events environment and
facilities environment

What you can expect from us
You’ll join an entrepreneurial, inclusive culture. One where we succeed
together – across the desk and around the globe. Where like-minded people work
naturally together to achieve great things.
Our Total Rewards program reflects our commitment to helping you achieve your
ambitions in career, recognition, wellbeing, benefits and pay. We’ll offer you
a competitive salary and benefits package.
Join us to develop your strengths and enjoy a fulfilling career full of varied
experiences. Keep those ambitions in sights and imagine where JLL can take
you...

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What you can expect from us
We succeed together and believe the best inspire the best, so we invest in
supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your
career ambitions, recognizing your contributions, investing in your well-being
and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!