What this job involves:
The role supports procurement and vendor management operations through non-client-data administrative functions. This position focuses on vendor compliance management, security clearance coordination, contract administration, and process improvement initiatives that enhance operational efficiency while maintaining strict data security protocols.
Key responsibilities include:
Certificate of Insurance (COI) & Vendor Compliance
- Process BAU COI requests through PEGA (approx. 340+ annually).
- Manage VIP programme compliance for China, India, and Vietnam.
- Dedicated NSW Police proactive monitoring and reporting.
- Conduct annual vendor compliance audits across all APAC accounts.
- Perform quarterly compliance checks for high-risk vendors.
- Develop and maintain vendor risk scoring models.
- Collect insurance certificates using standardized processes across all accounts.
- Generate and escalate compliance exception reports.
- Maintain the vendor qualification database.
- Monthly check for vendors with insurance expiring within 3 months:
- Run Corrigo reports on expired insurances.
- Issue requests to vendors for updated certificates.
- Verify Public & Product Liability coverage (min. $20M) and state-specific Workers Compensation.
- Update Corrigo and DOSC tickets with certificate dates.
Manage licence compliance:
- Labour hire licences for security and cleaning vendors obtain, verify, log expiry centrally.
- Specialist licences (e.g., master locksmith, electrical, plumbing) obtain, verify, log expiry centrally.
- Follow up on HSSE questionnaire completion in Jaggaer, including prequalification support.
- Monitor expanded compliance in Aravo, ensuring all questionnaires completed.
- Track ongoing compliance with insurances, licences, modern slavery requirements, police checks, and declaration of compliance.
- Manage regional compliance escalation processes for exception reporting and ensure remediation within defined SLAs
Contract Administration & Management
- Upload, configure, and maintain post-signature contracts in Jaggaer.
- Process amendments, updates, and terminations.
- Maintain accurate mapping of client incumbent vendor details in JLL's regional vendor tracker.
- Create country-specific vendor trackers using standard templates.
- Coordinate with Country Procurement teams for timely data updates.
- Perform regular quality checks for vendor documentation integrity.
- Develop procurement process documentation.
- Manage contract clause library.
- Support Aravo integration ensuring vendor and contract data alignment and timely validation
Project Creation & Client Registration
- Create and manage project codes in Jaggaer.
- Conduct OVCID verification and client onboarding.
- Manage user access and provide Level 1 platform support.
- Vendor Code of Conduct certification management.
- Monitor supplier risk methods and develop/manage supplier risk tiering matrix.
- Conduct supplier qualification, financial viability assessments, legal searches, subcontracting reviews, and spot audits.
- Process new project setup and client registration requests within agreed SLAs (typically within 48 hours of receipt
Supplier Performance Management (SPM)
- Create and maintain quarterly supplier performance scorecards.
- Collect vendor feedback and measure satisfaction.
- Manage annual rate card updates and adjustments.
- Analyse vendor performance metrics and produce reports.
- Oversee vendor communication and relationship management.
- Implement escalation procedures for critical issues.
- Prepare vendor meeting materials.
- Maintain performance dashboards and reporting.
Transition Support & Onboarding
- Manage vendor onboarding during regional transitions.
- Launch and track Jaggaer RFIs, chase supplier responses, and produce compliance reports.
- Utilise structured 16-section questionnaires for vendor evaluation.
- Provide specific templates for China and expand to Japan/Korea markets.
- Ensure vendor onboarding packs are sent and completeness verified.
- Log new vendor registration requests in Aravo.
- Manage Aravo questionnaire completion during transitions.
- Provide onboarding support both for Transition projects and BAU vendor activities under the Aravo platform
Security Clearance Administration
- Assist vendors with AGSVA Baseline and other security clearance applications
- Track security clearance status and renewal requirements
- Coordinate with security teams on clearance documentation
- Maintain security clearance databases and reporting
- Support security compliance training coordination
Contract Administration
- Maintain contract registers and renewal calendars
- Process contract amendments and extensions (non-commercial terms)
- Support contract template development and standardisation
- Coordinate contract execution processes
- Manage contract document version control
- Create automated renewal notification systems with escalating reminders
- Develop contract performance monitoring frameworks and KPI tracking
- Establish contract risk assessment procedures for amendments and extensions
- Maintain detailed contract modification logs with approval workflow tracking
- Create contract template libraries with version control and approval matrices
- Administer and maintain procurement technology platforms (Jaggaer & Aravo)
Process Improvement & Data Management
- Develop and maintain procurement process documentation
- Create and update vendor management procedures
- Support dashboard development and maintenance
- Conduct data analysis on vendor performance metrics (non-client specific)
- Identify process automation opportunities
- Develop automated reporting capabilities to reduce manual data compilation
- Coordinate process automation and data integrations across Jaggaer, Corrigo, and Aravo to improve reporting accuracy and system alignment
Standardisation & Templates
- RFP/RFQ template development and maintenance
- Standard operating procedure documentation
- Contract clause library management
- Procurement forms and checklist creation
- Create vendor onboarding guides and compliance checklists
- Maintain procurement knowledge base and FAQ resources
Administrative Support
- Schedule and coordinate vendor meetings and reviews
- Prepare meeting materials and documentation
- Maintain procurement filing systems and archives
- Support procurement team with administrative tasks
- Generate standard reports and communications
Vendor Communication & Relationship Management
- Create vendor feedback collection systems and satisfaction measurement frameworks
- Develop escalation procedures for critical issues with clear response timeframes
Key Skills
- Strong attention to detail and organisational skills
- Intermediate Excel and database management
- Understanding of contract principles and compliance requirements
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and deadlines
- Process improvement mindset
- Experience with vendor management systems preferred
- COI processing accuracy and SLA compliance rates.
- Timeliness of vendor compliance audits and exception resolution.
- Vendor insurance and licence renewal completion before expiry dates.
- Accuracy of vendor qualification database and tracker updates.
- Service delivery performance against defined SLAs across all APAC functions.
- Completion rate of transition onboarding and Aravo questionnaire tasks.
- Supplier performance reporting and end-user satisfaction.
- Team KPI and SLA adherence rates.
- System data integrity and process documentation currency.
Employee specification
- 2+ years experience in contract administration, vendor management, or procurement support in Australia
- Experience with compliance management and documentation
- Understanding of security clearance processes (Preferred)
- Ability to work independently in an offshore environment
- Strong English language skills
