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MAC/Agile Projects Administrator

Role and Responsibilities

Overall Role

It will be the responsibility of the MAC/Agile Administrator to process all REPR and Prism Ticket requests via SmartSheets and create relevant file saving folders.  This will be for all works associated with the combined MAC/Agile Projects teams and will include all; moves, adds, changes, occupational health requests and Agile project requests. 

They will be required to manage the programming of works and coordinate the logistics of people/desk movements with detailed planning in the scheduled and unscheduled scorecard spreadsheet.  They will then be required to provide clear reporting of these projects and to run weekly meetings for oversight and updates.

The Administrator must be able to communicate confidently at all levels and have experience in dealing with a range of stakeholders. 

To assist the team with admin tasks on the client project management software (PM Web).

Responsible for the MAC team REBS email inbox, dealing with any queries to resolution.

To work closely with MAC & Agile Team Leads when new starters are onboarded, to assist with setting them up on JLL/Client systems.

MAJOR RESPONSIBILITIES

Roles and Responsibilities:

Manage the allocation of all Move-Add-Change (MAC) related tasks including moves, small project management, including but not limited to furniture reconfigurations and space enhancements (Systems – PM Web/Prism/Smartsheet/Excel)To process and assign Occupational Health Requests through inhouse systemProactively manage any queries that are sent to the REBS InboxEnsure JLL best practices and policies are being followedEnsure MAC Service Playbook is being followedReceive and process client move requests within the teamPrepare Scorecard, and Facilitate weekly MAC meeting for all MAC staff, moves vendors and key stakeholders to attend.Participates in Strategic Planning meetings, Customer Planning and liaise with other key stakeholdersAccurately record all move statistics for reporting and financial reconciliationCommunicate clearly and professionally with business stakeholders, handle general internal queries, clarify concerns and identify solutionsEnsure move processes are managed in accordance with the client’s and JLL policies and proceduresComply with all JLL policies and procedures, including but not limited to time & expenses, ethics and business practiceSupport the MAC Managers to plan, schedule and implement relocations, providing the main client contact with scheduled dates, move instructions, and move orientations for large groups as required.

CANDIDATE SPECIFICATION:  KEY SELECTION CRITERIA

Ideal Experience

Minimum 2 years Experience in a similar role within a Corporate Real Estate Environment.Background in project administration / coordination.

Critical Competencies for Success

Prior knowledge of PMWeb / Other Project Management Software.Excellent Microsoft Excel skillsStrong Microsoft, PowerPoint skillsAbility to utilize the Microsoft Office suite of technologiesStrong time management skills.Excellent written and verbal communication skillsFlexibility with work hoursAbility to multi-task and work both in a team and independentlyHighly organized with strong analytical skills, the role is very admin heavyStrong interpersonal skills with an ability to interact with executive level external and internal clientsCapacity to deal with ambiguity and address complex problems

Other Personal Characteristics

Team player is essential.Must be self-motivated.Face to face and/or remote daily interpersonal interaction is usually required in order to perform the role.

KEY STAKEHOLDERS

Client Key Stakeholders – Strategic Planning TeamFacilities Management TeamClient Real Estate wider-teamFinance TeamEnd User CustomersVendor Staff

REPORTING TO –

MAC Lead and working alongside entire MAC/Agile Team (Circa 10).

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Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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