Israel Site Admin & Document Controller

Job Description

Job Title

Israel Site Admin & Document Controller

Location

Israel (Haifa, Jerusalem, Kiryat Gat)

Department/Client Account

Confidential

Line Manager

Site Lead

Number of Subordinates

0

Budget size

Varies with project pipeline

Total Sq. ft. of property / portfolio / type of properties

Countries/ Locations / sq. ft.

Israel

Job Summary/Goals

• Provide administrative and document control support to the site-based project delivery team for projects program.
  
  

• Co-ordinate upload & completeness of project documentation in the client’s document control shared drive. Liaise with JLL PMs to close gaps and correct errors.
• Liaison with client’s document control staff.
• Liaise with client, JLL PMs, contractors and designers regarding issue, receipt and control of project documents.
• Co-ordinate communication, tracking and control of project documents, such as submittals, RFIs, design documents, EHS documents, commissioning documents, close-out documents, project cost documents, change request and change order documents etc.
• Conduct project document control audits, work with PMs to close gaps, and produce reports which show project document compliance status
• Co-ordinate contingent worker process using client’s Fieldglass system.
• Co-ordinate tracking & completeness of project status and schedule data in the online IT system. Liaise with JLL PMs to close gaps and correct errors.
• Act as site super-user for online IT system.
• Liaise with EMEA Platform Manager regarding online IT system data compliance – provide reporting support as required.
• Provide client reports on site project status.
• Support local site project scheduling activity.
• Liaise with subcontractors regarding POs & invoices to help solve queries.
• Support JLL PMs with development of client-related project documents.
• Liaise with JLL procurement regarding set-up of new subcontractor details in JLL’s system
• Support central JLL Finance, particularly with Intel Israel Finance & Cost Control processes by:
• Managing projects through the Intel cost approval process.
• Preparation of the project proforma documents and release forms for Intel Cost Control.
• Help solve cost control issues to enable prompt payment of invoices.
• Attend project meetings as required.
• Ad hoc duties as required.
  
  

• Site document control audits >95% compliance to agreed project deliverables.
• Positive client feedback received in the Monthly Supplier Communications Meeting regarding your performance.
  
  

• Outstanding client relationship skills with great client focus.
• Excellent problem solving.
• Ability to manage multiple work assignments simultaneously, manage multiple or conflicting priorities, and handle a high-pressure working environment.
• Strong analytical ability and attention to detail.
• Excellent written and verbal English language skills. Fluent Hebrew.
• Advanced Excel skills with good Word, PowerPoint and Microsoft Project skills.
  
  

• Preferred – strong data manipulation skills using Excel. Working knowledge of reporting tools like Tableau, Power Pivot etc.
• Candidate must demonstrate high velocity and a proactive, 'can-do' attitude.
• Positive, solution-oriented communications and a willingness to take responsibility.
  
  

• Preferred – minimum 2 – 3 years’ experience of working in a project management, construction management or facilities management environment.
• Preferred – experience of working in a large, high-pressure construction, manufacturing or production environment.
• Preferred – experience of document control and document audits in a large regional program of multiple construction projects.
• Preferred – 2 – 3 years’ experience of Business Intelligence / Data Analytics and systems support.
  
  

• Essential – Bachelor’s degree, ideally in a numerate, data science and / or engineering discipline.
• Preferred – formal Project Management qualification.