MAC & Small Works Administrator

Role and Responsibilities

Overall Role

It will be the responsibility of the MAC & Small Works Administrator to process all REPR and Prism Ticket requests via Sharepoint System and create relevant file saving folders.  This will be for all works associated with the combined MAC & Small Works Projects teams and will include all; moves, adds, changes, occupational health requests and small works 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.

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 system

• Proactively manage any queries that are sent to the REBS Inbox

• Ensure JLL best practices and policies are being followed

• Ensure MAC Service Playbook is being followed

• Receive and process client move requests within the team

• Prepare 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 stakeholders

• Accurately record all move statistics for reporting and financial reconciliation

• Communicate clearly and professionally with business stakeholders, handle general internal queries, clarify concerns and identify solutions

• Ensure move processes are managed in accordance with the client’s and JLL policies and procedures

• Comply with all JLL policies and procedures, including but not limited to time & expenses, ethics and business practice

• Support 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 skills

• Strong Microsoft, PowerPoint skills

• Ability to utilize the Microsoft Office suite of technologies

• Strong time management skills.

• Excellent written and verbal communication skills

• Flexibility with work hours

• Ability to multi-task and work both in a team and independently

• Highly organized with strong analytical skills, the role is very admin heavy

• Strong interpersonal skills with an ability to interact with executive level external and internal clients

• Capacity 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 Team

• Facilities Management Team

• Client Real Estate wider-team

• Finance Team

• End User Customers

• Vendor Staff

REPORTING TO –

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