Sr. Analyst, Compliance - Office Manager
 JLL | |
 United States, Texas, Spring | |
 Nov 12, 2024 | |
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Location: On-site -Spring, TX
Sr. Analyst, Compliance - Office Manager What this job involves is a centralized resource for the Account Team to utilize to meet business objectives and engage with team members across all service lines. This position requires interaction with the Account Leadership team, Site teams, and Client to ensure compliance and operational excellence. The ideal candidate must be able to handle multiple demands and priorities and be able to process and develop information to meet their needs. * Account Training Systems Administrator/Compliance * Develops and maintains account training matrix (client and corporate) * Manage the Master Account Calendars and scheduling of Account-wide training and meetings. * Schedule training and training rooms as required * Tracks employee training for corporate and client compliance. * Conduct administrative and compliance training * Train team on records management including shared storage environments, to include file naming conventions, alerts, and version changes. * Onboarding/offboarding * Ownership of managing on and offboarding processes and ensuring compliance to contract and JLL requirements including required training * Serve as the initial point of contact for all employee inquiries, issues, troubleshooting, etc. * Account Badging - FM/PDS/Vendor (both FM and PDS), new request, reactivations, extensions, restricted access, and deactivation * Obtain JLL & client-provided computer, computer peripherals and phone prior to a new employee's arrival to ensure they have equipment on Day One * Submit requests for Contractor IDs, User IDs, Remote Access, Shared Drives, and Global Groups through propriety security access tracking systems create and maintain business forms and checklists to further refine and improve existing onboarding and off-boarding protocols * Schedule and conduct onboarding training * Participate in client MSP Attestation and compliance audits * Communications * Facilitate and support reoccurring (quarterly, monthly, and weekly) account meetings, safety meetings, ad hoc meetings, accountable for thoughtful planning to ensure success and positive impact of meetings. * Day one new employee "Welcome to the Account" introduction communications * Backup to Communications lead for HQ Campus communications * Provide controls and compliance communications * Create, manage, and distribute communications and presentations that maintain brand standards. * Support account portal, Teams pages, and SharePoint advise on optimization/improvements to create efficiencies and ensure the best navigation to information and resources between JLL & Client systems. SharePoint Adm support * Compliance & Records Management: * Establish and monitor procedures for record keeping and ensure security, integrity and confidentiality of data * Assist with documentation of processes and ensure processes are followed across the account. * Supporting the implementation of site procedures and protocols * Helping to organize and maintain site documentation and operational manuals * Ensure contract compliance related to exhibits H & N Administrative Services * Participate in Recognition Programs including ordering and distributing gift cards, tracking service anniversaries, safety super-stars, and new hires * Promote team engagement to foster account of choice preference amongst teams. * Maintain the account Functional Matrix * Maintain account Org Charts/Rosters, client LAN ID's * Administrative support including ordering supplies, Pcard payment/reconciliation, phone bill payment/reconciliation * Serve as the initial point of contact for all employee inquiries, issues, troubleshooting, etc. * Other duties and tasks assigned Interested? An ideal candidate would need to have the following qualifications. Desired experience and technical skills Preferred * Engaging & confident in facilitating group meetings * Advanced knowledge of Microsoft Office products (Word, PowerPoint, and Outlook) as well as SharePoint and Smartsheet; or other communication/publication tools * Planning and organizing | ability to establish a course of action to accomplish goals and evaluate results, develop schedules and task/people assignments, orchestrate multiple activities at once to accomplish goals, and use resources effectively and efficiently. * Ability to learn quickly when faced with new problems and challenges. * Ability to start and complete projects independently. * Bachelor's degree or commensurate experience preferred. * Able to interact with all levels of an organization including clients, senior executives, junior-level associates, specialized engineers, and more | |