Specialist - Project/Programme Execution

Job Purpose: This role ensures adherence to company policies, procedures, and processes while contributing to the successful global completion of projects. The specialist will play a crucial role in facilitating effective communication, streamlining processes, and supporting the achievement of project objectives across the APAC region.

Description: The Specialist is an integral member of the Project Management Office, collaborating closely with JLL Regional Programme Managers. This role is responsible for:

• Facilitating effective project communication
• Ensuring robust governance and assurance measures
• Delivering comprehensive reporting throughout all stages of the project lifecycle
  

The coordinator plays a crucial role in supporting the successful execution of regional projects by maintaining clear communication channels, adhering to established governance frameworks, and providing timely and accurate project status updates. This position is essential in enhancing project visibility, mitigating risks, and contributing to the overall success of JLL's regional initiatives.

Duties And Responsibilities

Communication / Reporting:

• Assist in facilitating communication with project stakeholders, including project sponsors, clients, and team members.
• Prepare regular / ad hoc reporting as directed by the PMO Lead/ Functional Manager.
• Prepare meeting records/minutes (as directed).
• Assist with project benchmarking.
• Collect, analyze, and interpret project data and performance metrics.
• Prepare regular project reports, status updates, and dashboards for senior management and stakeholders.
• Manage on-account trackers for project approvals, POs & Contracts, lessons learned,
• Identify trends, risks, and areas for improvement based on project data analysis.
• Support the development and implementation of data-driven project management strategies.
  
  

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)
• Use Client technology systems to capture data / undertake key deliverables and ensure Client and JLL systems are aligned
  
  

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
  
  

Governance and Assurance:

• Undertake technical onboarding of PDS delivery teams in Client specific processes, 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 processes, templates, etc
• Monitor project compliance with established processes and policies through account-specific health checks (documents saved in correct locations etc, Mandatory Deliverables available, data quality achieved, etc)
• Manage centralized document control activities (PMO Centre of Excellence up to date including centralized templates, Guidance notes, lessons learned etc)
• Monitor/report on technology usage/adoption and data quality. Liaise with delivery teams to rectify any data quality errors.
• Review and assist in tracking projects against Account / Project KPIs.
• Ensure consistent implementation of technology stack in project delivery.
• Cost Estimation: Prepare detailed cost estimates for construction projects, considering factors such as materials, labor, transportation, equipment, and other expenses.
• Collaborate with project teams to develop accurate and comprehensive budget estimates.
  
  

Cost Planning:

• Develop and maintain cost plans, including cash flow projections, cost management strategies, and contingency plans.
• Analyze project documents to identify potential cost risks and advise on mitigation strategies.
• Cost Monitoring and Control: Monitor project costs throughout the construction phase, ensuring that expenditures are aligned with the budget.
• Identify cost variances and work with the project team to implement corrective measures if necessary.
• Value Engineering: Collaborate with design and construction teams to identify opportunities for value engineering, suggesting cost-effective alternatives that maintain project quality standards.
• Contract Documentation: Review and analyze construction contracts, finalizing cost elements and ensuring that they align with project requirements and budget allocations. Take part in contract negotiation processes to establish favorable terms and conditions.
• Change Management: Assess the impact of project changes on costs and timelines, and provide recommendations to the project team. Review change orders and claims for accuracy and compliance with contractual agreements.
• Reporting and Analysis: Prepare regular cost reports, financial forecasts, and cost deviation analyses to track project performance. Provide insights and recommendations to stakeholders for proactive decision-making.
• Risk Assessment and Mitigation: Conduct risk assessments, identifying potential cost-related risks and implementing appropriate risk management strategies. Assist in the development and implementation of risk response plans.
• Stakeholder Management: Collaborate with clients, contractors, architects, and other project stakeholders to address cost-related concerns and ensure effective communication of cost information throughout the project lifecycle.
• Cost Database Management: Maintain and update cost databases, ensuring accurate and up-to-date cost data for future reference and benchmarking purposes.
  
  

Finance & Procurement:

Depending on the candidates individual experience, they may be required to contribute to on-account finance activities as directed. For example:

• Setting up vendors in JLL and Client procurement systems
• Support cashflow forecasting activities (consolidate information, review, and report on variances to PMO Lead, input data into Client systems)
• Creation of Purchase Orders
• Review of POs against contracts
• Review of invoices against PO / Contract and check for correctness/completeness
• Ensure collation of documentation to support invoicing
• Raise tickets for payment delays
  
  

HSSE Function:

• HSSE Compliance Monitoring – Maintain live register of active projects mapped to HSSE obligations; track completion status of Safety Plans, Risk Assessments, Inductions, and Inspections across all project phases.
• Data Extraction & Analysis – Extract and analyze HSSE data from multiple platforms (Donesafe, AdaptiveWork, Certinia, PowerApps, Power BI) to identify compliance gaps and trends.
• Incident Data Management – Extract, categorize, and summarize all incidents by severity, type, hub, and project phase; track trends and emerging patterns.
• Exception Alerting – Issue immediate alerts to HSSE Lead when critical obligations are overdue by 7+ days or Medium/High severity incidents are logged.
• Corrective Action Tracking – Monitor all open corrective actions across PDS ANZ, flag overdue items, and provide status summaries by hub, project, and source.
• Audit Evidence Compilation – Compile and organize evidence packages for ISO audits (45001, 14001, 9001, 44001) and OFSC audits; identify documentation gaps for HSSE Lead review.
• Fortnightly HSSE Reporting – Produce structured fortnightly summary reports integrating compliance status, incident trends, corrective actions, and audit findings (maximum 4 pages).
• Power BI Dashboard Maintenance – Maintain and update HSSE dashboards with current data; ensure accuracy and flag data quality issues within 24 hours of incidents.
• Training & Induction Tracking – Maintain register of completed HSSE inductions and training; track completion rates by hub and flag overdue items.
• Monthly Trend Analysis – Produce monthly trend reports summarizing rolling 12-week data across all HSSE dimensions; identify top 3 risks and improvements.
  
  

Requirements:

Core technical skills

• Proficiency 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 organizing 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.
• Proven experience in cost management, quantity surveying, or a similar role within the construction industry.
• Strong knowledge of construction costs, estimating techniques, and current market rates.
• Proficiency in cost management software and tools.
• Excellent analytical and problem-solving skills.
• Excellent communication and negotiation skills.
• Ability to work effectively in a team environment.
• Strong attention to detail and the ability to manage multiple tasks simultaneously.
  
  

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, managing deadlines for reporting, and handling multiple assignments concurrently.
• Detail-orientated to accurately handle data, maintain document consistency, and ensure 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