JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

JLL has a great opportunity to join our Property Management team at Union Depot in St Paul.

*This position is hybrid with the ability to work from home 2-3 days/week. The first month will be fully in office for training.

Position Description
We are seeking a detail-oriented and highly organized Contract Administrator to oversee the procurement, contract and certificates of insurance process across all divisions for Union Depot. This position reports to the General Manager and will be responsible for streamlining and managing all contractual activities, ensuring compliance and optimizing procedures. The ideal candidate will have a strong background in contracts, exceptional attention to detail and the ability to manage multiple, complex projects efficiently. This role is crucial in ensuring operational efficiency, risk management and compliance across all contractual activities at Union Depot.

Key Responsibilities

• Conduct a comprehensive audit of all existing tracking, processes and procedures related to contracts and procurement.
• Establish and implement an efficient process for tracking and managing all property contracts, leases, solicitations, certificates of insurance and supporting documentation, ensuring compliance and consistency across all divisions.
• Ensure data integrity of contract tracking database and comply with JLL contract reporting requirements.
• Establish and implement an efficient process for contract and solicitation development in partnership with division leads.
• Serve as subject-matter expert for all contract, procurement and insurance matters.
• Draft all contracts in collaboration with division leads, identifying proper contract template based on contract specifications.
• Develop, manage, and in some cases lead, all solicitations for the Request for Quote (RFQ), Request for Bid (RFB) and Request for Proposal (RFP) process as outlined in the approved procurement guidelines. This includes, but is not limited to, developing and maintaining a procurement calendar, creating and managing all required procurement documents, posting solicitations on client approved website, ensuring compliance with procurement policies and procedures, grading bids/proposals, communication with vendors and awarding the contract.
• Facilitate mandatory solicitation meetings for all RFBs and RFPs in collaboration with division leads.
• Monitor contract expiration dates and initiate renewal processes in a timely matter in collaboration with division leads.
• Establish and maintain relationships with JLL legal and risk management teams to ensure all contractual terms and conditions comply with established standards.
• Maintain and update all established contract templates, working with JLL corporate and client on necessary revisions.
• Collaborate with Property Accountant and division leads to track all contract spend on an ongoing basis, notifying division leads when contract spend reaches 70% of not to exceed amount.
• Proactively seek innovative ways to improve procurement and contract processes.
• Support the team by interpreting contract terms, providing clear explanations to stakeholders.
• Ensure all contracts and supporting documents are properly executed, filed and easily accessible for reference.
• Conduct regular audits of contracts and associated files to ensure completeness, accuracy and compliance.
• Stay informed about industry trends, regulatory changes and best practices in procurement and contract management.
• Provide regular reports to management on contract status, procurement activities and key performance indicators.
• Perform other duties as assigned by management to support the overall goals and objectives of Union Depot.

Qualifications

• Bachelor’s degree in related field.
• Minimum three years of experience in contract administration, procurement or a related field.
• Proficiency in Microsoft Office Suite.
• Strong knowledge of contract principles, procurement processes and risk management principles.
• Excellent attention to detail with ability to find errors and inconsistencies.
• Strong analytical ability and organizational skills.
• Exceptional grasp of grammar and syntax, ensuring impeccable contract language.
• Ability to manage multiple priorities simultaneously to meet strict deadlines.
• Ability to communicate effectively with internal and external stakeholders and clearly articulate complicated contract language to those who are not contract experts.
• Consistently demonstrate a positive attitude and contribute to a collaborative work environment.
• Exhibits strong interpersonal skills and the ability to work harmoniously with diverse teams and personalities.

*JLL is committed to providing work-life balance to all employees. Hybrid/Work From Home is offered as a way to enhance our managers' and employees' ability to balance business needs with personal life. Work From Home is not an entitlement or a Company-wide benefit, and it does not change the terms of employment by JLL. JLL reserves the right to end or change any work from home arrangement it makes with an employee for any reason or no reason at all.

Estimated total compensation for this position:

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

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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!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

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This position may require you to be fully vaccinated against COVID-19. If required, you’ll be asked to provide proof that you’re fully vaccinated upon your start date. You’re considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.

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Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

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Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.