Assistant Manager Program Coordination

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The AM Program Coordinator drives the planning coordination and execution of facility management programs across designated city sites within JLLs India Portfolio. This role serves as the central hub for cross-functional coordination connecting Facility Managers City Leads central teams vendors and client stakeholders to ensure programs are delivered on time within budget and to the highest quality standards.

Acting as a force multiplier for the operations team the City Program Lead ensures seamless program rollouts tracks milestones with precision and proactively mitigates risks to protect delivery outcomes. The role demands a data-driven digital-first approach to program delivery with a strong focus on client satisfaction SLA adherence and continuous improvement.

This is an ideal opportunity for a program professional looking to build deep expertise in IFM program delivery and grow into city-level or regional program management leadership.

KEY RESPONSIBILITIES

1. Program Planning & Coordination

• and maintain comprehensive program plans work breakdown structures (WBS) and RACI matrices for all city-level program rollouts.
• program objectives scope deliverables milestones and success criteria in alignment with client requirements and global JLL standards and frameworks.
• city-level program governance including stage-gate reviews steering committee meetings and program kick-off sessions.
• program milestones interdependencies and critical path activities; proactively flag deviations and implement corrective actions.
• mobilization and transition programs for new site onboarding expansions and facility handovers.
• a structured program risk register; identify assess and escalate risks with recommended mitigation strategies.
• change control processes to assess and document scope changes and their impact on cost timeline and quality.
• resource planning and allocation across city sites to ensure optimal utilization and program coverage.

2. Stakeholder Communication & Management

• as the primary program communication lead across Facility Managers City Leads central teams and client representatives.
• and execute a structured stakeholder communication plan with defined meeting cadences escalation protocols and reporting timelines.
• cross-functional alignment meetings to ensure program deliverables are clearly understood and consistently executed.
• a program escalation matrix; resolve issues within defined SLA timelines and escalate unresolved blockers to senior leadership.
• surface risks delays and blockers with data-backed root cause analysis and recommended resolution paths.
• and sustain strong working relationships with Third-Party Service Partners (TPSPs) and client stakeholders throughout the program lifecycle.
• and present Monthly Business Reviews (MBRs) and contribute to Quarterly Business Reviews (QBRs) with program delivery insights.
• client satisfaction surveys and feedback mechanisms to drive service improvement initiatives.

3. Budget & Procurement Coordination

• program budgets monitor spend vs. forecast on a regular basis and flag variances with corrective recommendations to the India Ops Manager.
• procurement of materials services and vendor engagement in alignment with JLL and client procurement policies.
• accurate and timely processing of invoices purchase orders and contract-related documentation across all active programs.
• cost benchmarking and value engineering initiatives during program execution to optimize delivery costs.
• a centralized budget tracker with real-time visibility into committed costs actuals and remaining budget per program.
• with Finance and Contracts teams to ensure budget approvals SOW reviews and PO releases are completed without program delays.
• and report cost savings and cost avoidance achieved through program optimization and value engineering.
• vendor performance scorecards and conduct periodic vendor reviews to ensure service quality and contractual compliance.

4. Documentation & Reporting

• and maintain program dashboards with real-time status on milestones budgets risks and resource utilization for leadership review.
• executive-ready status reports QBR inputs and presentations with data-driven insights on program health and delivery outcomes.
• a centralized program document repository ensuring version control audit readiness and structured knowledge management.
• post-program reviews and capture structured lessons learned to drive continuous improvement across future program rollouts.
• all program documentation plans logs MOMs approvals and closure reports is current accurate and audit-ready at all times.
• and maintain program management systems databases and tracking tools as required by central teams and client requirements.
• compliance with JLLs global documentation standards templates and reporting frameworks.
• digital dashboards and automated reporting tools to enhance reporting accuracy and reduce manual effort.

5. Process & Quality Management

• and maintain program delivery processes workflows and Standard Operating Procedures (SOPs) for consistent city-level execution.
• continuous improvement to enhance program delivery efficiency and reduce operational waste.
• periodic quality reviews and milestone audits to verify program outputs meet client expectations and industry benchmarks.
• technology and automation tools to streamline program workflows reduce manual interventions and improve data accuracy.
• root cause analysis on program deviations with documented corrective actions and preventive measures for future programs.
• client audits and ensure audit readiness across all active programs.
• program delivery performance against industry best practices and JLL global standards.

6. Compliance & Sustainability

• current working knowledge of Indian labor laws building codes IS standards and applicable industry regulations.
• safety protocols are embedded in all program delivery activities; maintain documented safety plans and training records for site teams.
• audit-ready documentation for all regulatory statutory and compliance requirements across active and completed programs.
• sustainability initiatives including energy efficiency programs waste management and green building certification support (LEED IGBC WELL).
• ESG (Environmental Social Governance) reporting and data collection for program-level sustainability metrics.
• incident reporting and investigation processes; ensure timely closure of corrective and preventive actions.
• compliance with EHS (Environment Health & Safety) standards and conduct periodic safety audits across program sites.

7. Strategic Planning & Technology Adoption

• to city-level strategic planning and business development initiatives by providing program delivery data and operational insights.
• adoption of program management tools (MS Project Smartsheet or equivalent) across the city team for standardized delivery practices.
• to Quarterly Business Reviews (QBRs) with data-backed program performance insights and forward-looking improvement roadmaps.
• capability building within the city operations team on program delivery standards digital tools and IFM best practices.
• 5. Lead innovation initiatives including pilot programs for new technologies and process improvements.
• adoption of CAFM/IWMS systems for integrated facility and program data management.

QUALIFICATIONS

Education & Experience

• degree in Business Administration Project Management Engineering Facilities Management or a related field.
• 2. 46 years of experience in program or project coordination within facilities management corporate real estate or professional services in India.
• track record coordinating multi-site program rollouts transitions or mobilizations in an IFM or real estate environment.
• understanding of IFM operations hard services soft services and support functions delivery in a corporate setting.
• experience in budget tracking variance reporting procurement coordination and vendor engagement.
• knowledge of the Indian regulatory landscape including applicable EHS laws labor regulations and building codes.

Technical Skills

• proficiency in Microsoft Office Suite; strong capability in Excel-based data tracking reporting and dashboards.
• -on experience with project management tools such as MS Project Smartsheet Asana or equivalent platforms.
• with operational dashboards reporting tools and data visualization techniques (Power BI Tableau or equivalent) for executive and client reporting.
• with document management systems and collaboration platforms (SharePoint MS Teams or equivalent).
• knowledge of CAFM/IWMS platforms (e.g. Corrigo Planon Archibus) is an advantage.

Soft Skills

• leadership and team coordination abilities with the capacity to influence without direct authority.
• verbal and written communication skills with the ability to present to senior leadership and client stakeholders.
• problem-solving mindset with strong analytical and critical thinking capabilities.
• adaptability and resilience in a fast-paced multi-stakeholder environment.

• conflict resolution and negotiation skills.

• to work under pressure and manage multiple priorities with attention to detail.

Preferred Qualifications

• or Masters degree in Operations Management Project Management Facilities Management or a related discipline.
• 2. PMP PRINCE2 or CAPM certification.
• experience at a multinational IFM firm.
• with smart building technologies BMS/BAS systems and IoT applications in facility program delivery.
• Sigma Green Belt or equivalent process improvement certification.
• 6. IFMA (International Facility Management Association) certification.
• AP / LEED AP certification for sustainability alignment.

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If this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were interested in getting to know you and what you bring to the table!

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