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Job Summary

The EMEA E-Prep EHS Admin is responsible for the coordination, administration, and continuous improvement of Emergency Preparedness (E-Prep) programmes across the EMEA region. The role serves as the primary point of contact for E-Prep documentation, drill scheduling and tracking, site compliance monitoring, and the accuracy of dashboards and reporting across a range of facility management and EHS tools.

In addition to E-Prep ownership, this role provides flexible administrative support to the wider EHS and Facilities Management team, taking on additional ad-hoc tasks as required to ensure smooth and efficient regional operations.

• Acts as the primary responsible person for E-Prep documentation, drill coordination, and compliance monitoring across EMEA sites

• Supports dashboard and reporting accuracy via facility management and EHS tools

• Provides flexible administrative support to the regional EHS and FM teams when needed

• Works closely with regional EHS managers, site teams, and operational stakeholders

Key Responsibilities

• Coordinate and schedule emergency drills (fire, evacuation, shelter-in-place, table-top exercises) across EMEA sites

• Maintain and update Emergency Preparedness documentation, including Emergency Response Manuals (ERMs), Emergency Action Plans (EAPs), floor plans, and emergency contact lists

• Monitor site compliance with E-Prep requirements and escalate gaps to regional EHS managers in a timely manner

• Support the maintenance and accuracy of E-Prep dashboards and reporting tools

• Track and follow up on corrective actions arising from drills, audits, and inspections through to closure

• Coordinate Fire Marshal/Warden and First Aider programmes, including training records, appointment tracking, and volunteer roster management

• Assist with E-Prep-related audits, inspections, and risk assessments

• Liaise with site teams to ensure emergency equipment inspections (e.g., fire extinguishers, EPK, AEDs, first aid kits, etc.) are current and fully documented

• Prepare regular E-Prep status reports and KPI summaries for leadership

• Support the review and closure of E-Prep work orders within facility management systems

• Provide ad-hoc administrative support to the regional EHS and FM teams as workload and priorities require

• Assist with data entry, document formatting, and record-keeping across EHS programmes

• Help maintain shared drives, filing systems, and knowledge repositories

• Support other EHS programme areas (e.g., Corrective Actions Tracker, incident reporting, etc) during peak periods or as directed by the regional EHS managers

Required Qualifications

• Bachelor's degree or equivalent in Health & Safety, Facilities Management, Emergency Management, or a related field (Completion of a post-secondary school (szkoła policealna) in occupational health and safety, OR Higher education with a specialization in H&S or postgraduate studies in H&S)

• 1–3 years of experience in EHS administration, emergency preparedness, or facilities coordination

• Knowledge of emergency preparedness regulations and standards applicable within EMEA

• Experience with facilities management or EHS reporting tools

• Strong organisational and administrative skills with the ability to work with data streams

• Proficiency in Microsoft Office (Excel, PowerPoint, Word)

• Strong written and verbal communication skills in English

• Ability to work independently, take initiative, and adapt to shifting priorities

Preferred Qualifications

• NEBOSH General Certificate, IOSH Managing Safely, or equivalent EHS qualification

• Experience supporting multinational or regional operations across multiple time zones

• Experience with Fire Marshal/Warden and first aid coordination programmes

• Knowledge of emergency drill best practices and post-drill evaluation methodologies

• Familiarity with large corporate EHS systems, processes, and reporting platforms

• Experience with data visualisation or business intelligence tools

• Additional European language skills (e.g., German, French, Spanish) are advantageous

Key Competencies

• Organisational skills and attention to detail

• Stakeholder coordination and communication

• Problem-solving and proactive follow-up

• Data accuracy and reporting

• Adaptability & flexibility

• Collaboration and teamwork

• Regulatory and compliance awareness

• Continuous improvement mindset

This role offers the opportunity to support HSSE excellence across one of the world's most dynamic and diverse regions while contributing to JLL's commitment to creating safe, sustainable, and secure environments for our people and clients.

Location:

On-site –Warsaw, POL

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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