Specialist – Sourcing & Procurement

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.).