Roles and Responsibilities

Technology

• Arrange access and provide training / onboarding to new Project Managers in how to use JLL technology such as the JLL Project Management Information System and any relevant Client technology systems
• Undertake refresher or other ad hoc training as required
• Extract data and prepare standard reporting (using reporting functionality within JLL’s Project Management Information System)
• Ongoing administration of technology systems (access, troubleshooting, refresher / manage training in new features, monitor project closeout)
• Where included in role, use Client technology systems to capture data / undertake key deliverables

Data Quality

• Monitor / report on technology usage / adoption
• Monitor and Report on data quality in PDS / Client Systems
• Liaise with PDS delivery teams to identify and monitor the correction of data quality errors

Process & Procedures

• Undertake technical onboarding of PDS delivery teams in Client specific process, eg: invoice submission and approval, key project deliverables / templates, approval stage gates etc)
• Review project specific deliverables (documentation etc) prepared by Project Management teams and monitor compliance with Client process, templates etc
• Undertake Account specific health check (documents saved in correct locations etc, Mandatory Deliverables available, data quality achieved etc)
• Manage centralised document control activities (PMO Centre of Excellence up to date including centralised templates, Guidance notes, lessons learnt etc)

Reporting

• Manage on-account trackers for project approvals, PO's & Contracts, lessons learnt, etc
• Collate information as directed to support Account funding requests / business approval
• Prepare regular / ad hoc reporting as directed by PMO Lead
• Prepare meeting record / minutes (as directed)

Finance

• Contribute to on-account finance activities (and interface where required with Client Finance system) as directed (Reviewing invoices for accuracy before submission, track invoice status etc)

Data analysis and Management

• Review and assist in tracking projects against Account / Project KPI's including
  • Budget / Programme Compliance
  • Satisfaction Surveys / Medallia
  • Risk Reporting
  • Assist in project Benchmarking

Communications

• Support communication activities within Account

Core technical skills

• Familiar with using collaboration tools such as project management information systems, Microsoft teams, and cloud-based document management systems to achieve effective communication and coordination across different locations.
• Strong skills in organising and managing documents, including version control, document naming conventions, file sharing, and archiving to ensure efficient document workflows and retrieval.
• Experience in data entry and data analysis using spreadsheet software like Microsoft Excel to assist in data collation, tracking, and reporting activities.

Soft Skills:

• Clear and effective verbal and written communication skills.
• Demonstrate proactivity in delivering the role.
• Strong time management and ability to multitask - prioritizing tasks, manage deadlines for reporting, and handle multiple assignments concurrently.
• Detail orientated to accurately handle data, maintain document consistency, and ensuring overall accuracy of administrative tasks.
• Adaptability and Flexibility to changes in work priorities.
• Strong problem-solving skills to identify and resolve challenges / roadblocks
• Ability to work well as part of a virtual team, collaborating with individuals from varied backgrounds and locations, to facilitate effective cross-cultural communication across Asia