Duties & Responsibilities

What this job involves:

The Specialist provides critical operational support to JLL's Australian Sourcing & Procurement team, managing strategic sourcing activities, vendor engagement, and procurement operations for facilities management services across commercial and retail client portfolios.
This role requires a procurement professional with 3-5 years of experience who can independently manage complex sourcing projects, vendor compliance programs, and procurement administration while maintaining seamless collaboration with the Australian core team. You will act as an extension of the onshore team, delivering quality outcomes across tender management, supplier evaluation, contract administration, and compliance monitoring.
This position demands strong FM category knowledge, excellent communication skills, advanced Excel proficiency, and the ability to manage multiple client accounts simultaneously with minimal supervision.

Key Responsibilities:

Strategic Sourcing & Tender Management

Lead end-to-end tender processes (RFI, RFQ, RFP) through Jaggaer platform for FM service categories including cleaning, security, maintenance, mechanical, electrical & fire (MEF), waste management, and specialized trades
Develop comprehensive tender documentation including scope of works, specifications, evaluation criteria, and commercial terms
Conduct market research and analysis to inform sourcing strategies and supplier selection
Manage tender timelines, supplier communications, and evaluation processes with structured assessment frameworks
Prepare detailed tender analysis reports, comparison matrices, and commercial recommendations for Australian stakeholders
Coordinate tender briefings, site visits, and supplier Q&A sessions
Support award communications and supplier debriefs with constructive feedback

Vendor Compliance & Risk Management

Manage comprehensive vendor compliance programs including insurance, licensing, HSSE, modern slavery, and regulatory requirements across APAC markets
Conduct annual vendor compliance audits and quarterly high-risk vendor reviews with detailed exception reporting
Perform proactive monthly monitoring of insurances expiring within 3 months, chase renewals, and update systems (e.g. Corrigo)
Verify Public & Product Liability coverage (minimum $20M) and Workers Compensation compliance
Manage labour hire licences, specialist trade licences, and industry certifications with centralized tracking
Monitor Aravo questionnaire completion and HSSE documentation
Conduct supplier due diligence including financial viability assessments, reference checks, and capability evaluations
Maintain vendor risk scoring models and escalate critical compliance issues promptly
Support AGSVA security clearance applications and tracking for relevant personnel

Vendor Onboarding & Performance Management

Manage comprehensive vendor onboarding during transitions and BAU operations including Jaggaer setup, Aravo registration, and compliance documentation
Create project codes, client registrations, and user access provisioning
Track and chase Jaggaer RFx responses during transition periods
Produce quarterly supplier performance scorecards across quality, service delivery, compliance, safety, and commercial metrics
Conduct vendor performance analysis and prepare materials for business reviews
Manage annual rate card reviews and adjustments aligned with market conditions
Resolve vendor escalations within defined SLAs (24-48 hours for critical issues)
Maintain positive supplier relationships through professional communication and issue resolution

Contract Administration

Upload and maintain contracts in Jaggaer with accurate metadata and milestone tracking
Process contract amendments, extensions, and variations within delegated authority
Maintain comprehensive contract registers and renewal calendars with automated alerts (90/60/30-day notifications)
Monitor contract performance, track KPIs, and ensure compliance with terms
Support contract negotiation activities and document contract outcomes
Maintain contract template libraries and standard clause repositories
Ensure version control, document quality, and audit trail integrity

Operational Excellence & Reporting

Generate procurement reports including spend analysis, savings tracking, vendor performance summaries, and compliance dashboards
Maintain organized filing systems, knowledge repositories, and data quality across all platforms (Jaggaer, Aravo, Corrigo)
Respond to internal procurement requests within defined SLAs with 95%+ on-time performance
Support invoice processing queries and financial administration coordination
Develop and maintain SOPs, process documentation, and training materials
Identify process automation opportunities and efficiency improvements
Create and maintain vendor trackers for multiple countries using standard templates
Perform data quality checks and system integrity audits

Stakeholder Collaboration

Provide expert advice to Australian S&P team on procurement strategies, market intelligence, and supplier capabilities
Prepare high-quality meeting materials, presentations, and briefing papers
Communicate sourcing decisions, risks, and recommendations clearly to stakeholders at all levels
Coordinate vendor meetings and quarterly business reviews
Maintain proactive communication with onshore team and respond promptly to requests
Build trusted advisor relationships through consistent delivery and professionalism

Performance objectives

Key Performance Indicators:

Sourcing Excellence: Complete tenders on time with 5-15% cost savings; zero material documentation errors

Compliance: 100% compliance on annual audits; 95% insurance/license renewal before expiry; zero critical breaches

Operational Efficiency: Process COIs within 48-72 hours; respond to requests with 95% SLA adherence

Vendor Performance: Deliver quarterly scorecards within 10 business days; maintain 85% supplier satisfaction

Quality & Accuracy: Maintain 98% data accuracy across all systems and deliverables

Stakeholder Satisfaction: Achieve 4/5 rating in feedback surveys through responsive service delivery

Key Skills

Core Competencies

Commercial acumen: Cost modeling, pricing analysis, financial evaluation, total cost of ownership
Analytical thinking: Interpret complex data, identify trends, generate actionable insights
Contract negotiation: Achieve favorable commercial outcomes while managing risk
Risk assessment: Supplier evaluation, compliance monitoring, mitigation planning
Stakeholder management: Build relationships, influence outcomes, communicate effectively at all levels
Attention to detail: Exceptional organizational skills with ability to manage multiple complex projects
Self-direction: Proactive, independent worker requiring minimal supervision in offshore environment
Adaptability: Thrive in fast-paced, ambiguous situations; manage change effectively

Behavioral Attributes

Client focus: Deliver service excellence; anticipate needs; exceed expectations
Accountability: Take ownership and follow through on commitments consistently
Sense of urgency: Prioritize effectively; meet deadlines without compromising quality
Collaboration: Work effectively across time zones, cultures, and teams
Integrity: Maintain confidentiality and ethical standards; act as trusted advisor
Continuous improvement: Seek process enhancements; embrace innovation

Sounds like you

To apply, you need to have:

Experience & Qualifications

Bachelor's degree in Business, Supply Chain Management, Procurement, or related field
3-5 years of procurement, strategic sourcing, or vendor management experience with demonstrable results
Facilities management procurement experience across service categories (cleaning, security, maintenance, trades)
Proven track record managing end-to-end tender processes and delivering measurable outcomes
Experience managing multiple client accounts with competing priorities
Professional English fluency – written and verbal communication

Technical Skills

Advanced Microsoft Excel: Financial modeling, pivot tables, VLOOKUP/XLOOKUP, data analysis
Procurement platform experience: Jaggaer strongly preferred (or similar: Ariba, Coupa, Aravo)
CAFM systems familiarity: Corrigo or similar platforms (Maximo, Archibus, ServiceNow) advantageous
Strong database management with attention to data integrity and accuracy
Microsoft Office Suite proficiency (Word, PowerPoint, SharePoint, Teams)

Desirable Qualifications

Professional procurement certification (CIPS, CPSM, CPPB) or working towards certification
Experience in commercial real estate, property management, or integrated facilities management
Knowledge of Australian procurement practices and market dynamics
Understanding of AGSVA security clearance processes or similar government vetting
Experience working in shared services or offshore delivery models
Agile project management methodology knowledge
Power BI or Tableau experience for dashboard development

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay, and benefits package.

We will also require you to register in our career site: https://www.us.jll.com/en/careers to capture your details in our system.

Apply today!

To ensure that you progress the soonest with your application please have basic pre-employment requirements ready (NBI clearance, official transcript of records, government IDs, etc.).

Specialist Sourcing & Procurement