Projects Administrator

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What this job involves

The Project Administrator serves as an important operational support role to the Project Management team and onsite Facility Management team assisting the smooth execution of projects through administrative coordination vendor management financial process support and stakeholder communication. This position requires strong organizational skills attention to detail and the ability to manage multiple priorities in a fast-paced environment.

Sound like you To apply you need to:

Have solid problem-solving skills capacity to deal with ambiguity and solve complex problems effectively;

Native Japanese - Business level English written and spoken.

Has the ability to effectively deal with busy situations;

Be able to work independently;

Be Self-motivated confident and energetic;

Be Flexible able to adapt to rapidly changing situations;

Be Goal-oriented able to focus on meeting all performance targets;

Be a Strong communicator good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener;

Exhibit honesty and trustworthiness.

Performance objectives

Client/Stakeholder Management

• Provide superior customer service to meet on-site clients expectations.

Procurement & Vendor Management:

• Support procurement activities including drafting RFPs ATPs RFQs and QERs covering sourcing vendor selection and purchase order creation.
• Manage vendor registration ensuring required documentation certifications and compliance are obtained and maintained.
• Oversee vendor onboarding and serve as primary vendor contact.

Project Finance Management

• Support project management and onsite FM team with financial administration by tracking budgets monitoring expenditures and reconciling project costs against approved budgets.
• Assist to Process and verify invoices for accuracy proper coding and authorization before submission for payment.
• Coordinate with Onsite FM team Project Management teams and finance teams to resolve billing discrepancies and ensure timely payment processing.
• Issuing of Purchase Orders through the JLL Corrigo and JDE systems

Health & Safety Management

• This role has the responsibility and duty of care to work safely taking reasonable care to protect their own health and safety and that of fellow workers contractors and visitors ensuring they comply with the requirements of the health and safety guidelines policies and rules;

Administrative Support & Documentation

• Maintain robust project documentation including contracts agreements correspondence and meeting minutes.
• Establish and manage filing systems (physical and digital) to ensure easy retrieval of project information.
• Assist with Preparation of reports and briefing materials for project meetings and stakeholder updates.
• Manage and version control project-related technical documents including design drawings specifications and technical proposals. Maintain quality-related documents including monthly reports QA checklists punch lists and closing reports.

• Assist and support to develop and maintain project schedules tracking milestones deliverables.
• Assist to Coordinate activities ensuring alignment between teams and timely completion of interdependent tasks.
• Monitor project progress against established timelines and proactively identify potential delays or conflicts.
• Facilitate project status meetings and distribute meeting agendas notes and action item trackers.
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  Work Order Management
  Create process and track project-related work orders from initiation through with Project Management and Facility Management teams and external contractors to ensure work orders are properly scoped approved and work order status and follow up on outstanding items to prevent project delaysundefined
  Stakeholder Communications
  Support and assist communication liaison between project teams clients vendors and internal in preparation and distribution of regular project updates status reports to keep stakeholders to stakeholder inquiries promptly and professionally escalating complex issues to appropriate project
  Compliance & Risk Management
  Provide support to ensure project activities comply with company policies contractual requirements and relevant and manage insurance certificates safe work permits and track project-related contract obligations key milestones and expiration dates to ensure timely renewals and identification documentation and implementation of mitigation measures for project risksundefinedAchieve Key Performance Indicators and Service Level Agreement targets

Key skills

Firm First Mindset

- Collaborate effectively with others to meet targets and support team needs.

- Adapt quickly to changing situations and requirements.

- Strong organizational skills with ability to manage multiple priorities while maintaining attention to detail.

- Committed to accurate execution while adhering firm procedures and standards.

• Self-motivated and able to work independently with minimal supervision while also functioning effectively as part of a team.
• Adaptable and flexible with ability to adjust to changing priorities and project requirements.
• Diplomatic and professional demeanour with strong customer service orientation.
• Results-oriented with commitment to delivering quality outcomes within established timeframes

Client Focus & Relationship Management

• Able to interact with all levels of DFAT diplomatic staff compound residents and vendors confidently and with ease
• Demonstrates ability to work with vendors to deliver efficient services;
• Demonstrates proactive & professional approach to customer service;
• Has a customer-oriented attitude.

Project Management & Organisational Skills

• Proven ability to manage multiple and complex operational matters daily;
• Demonstrates ability to prioritise and manage the completion of tasks in an efficient and timely manner.

Security Clearance

• Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and police checks).

• Employee specification

• Experience in Administration Project Management construction related field or equivalent combination of education and experience.
• Associate or bachelors degree from an accredited institution in Business Architecture Engineering or Construction Management would be an advantage.
• 2-4 years of administrative or project coordination experience. Practical experience in a project-intensive environment would be an advantage.
• Proficiency in Microsoft Office Suite (particularly Excel Word PowerPoint.
• A good understanding of procurement processes financial management principles and contract administration.
• Language: Strong written and verbal skills with Native or NV 1 level of Japanese and business level English is required to engage with a large range of local and overseas stakeholders
• Familiarity with JLL systems of work such Corrigo Work Order Management Aravo vendor Management and Uniform procurement management would be an advantage.

This position operates in a fun and professional office environment at a unique high-profile site with standard business hours though occasional flexibility may be required to accommodate project demands or different time zones for meetings.

Note: Public holidays will vary from the traditional Japanese calendar as operations are based on the client calendar. Business hours are generally Monday to Friday 09:00am-17:30pm.

Some weekend work may be required to accommodate project works that can only be carried out on weekends to avoid disruption to client operations.

Successful applicants will also be required to obtain security clearance which may include a no criminal record history statement from local Japanese Police. Assistance will be provided to obtain this clearance.

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were 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 yourepursuing.

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Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process including the online application and/or overall selection process you may email us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.