Regional Project Coordinator

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Job Description

The APAC Project Coordinator is responsible for supporting the regional projects team, and augmenting project delivery by providing technical coordination and administration services within the PMO function with a focus on data capture and validation in Morgan Stanley systems. The role requires efficient and consistent support of all regional project activities to meet contractual obligations with respect to the property portfolio of the Client throughout the region.

This role provides project coordination to on-account Programme Managers and centralized PMO, and necessary coordination of project admin activities with the delivery teams in the Client regional portfolio. This role requires skills in governance and communication, the ability to follow Client and JLL processes all whilst working in a live Corporate Real Estate office environment.

What this job involves:

General Responsibilities

·       Provide project coordination support to Project Managers across regional projects – current portfolio covers 10 countries across APAC.

·       New project setup in Client technology systems, including budget breakdowns, establishing costs centres, legal entities, FX rates and approvers.

·       Process invoices related to projects, follow up with various parties for invoices status and ensure all payment are paid within the agreed timeframe.

·       Assist project managers in resolving any invoices related to Clients' internal systems

·       Be responsible for on-account onboarding for new personnel, coordinating with the Clients’ systems and for timely submission of information.

·       Input and maintain data like project budget, commitments, invoices & project close out information etc. into Client’s internal systems

·       Maintain and Update registers and payment tracking documents or financial reports

·       Assist project managers to follow up all necessary information for vendor enablement and work with procurement /account payable team for setting up /activating vendor in Client internal systems

·       Assist project managers in Ariba purchase order creation

·       Work with project managers on ensuring all documentation are saved in the right locations

·       Assist project team on project related reports with focus on project finance and performance aspects

·       Assist in maintain and update project registers and schedules as necessary

·       Any additional scope assigned by Client’s project teams as necessary

Procurement Processing

·       Assist with external vendor enablement ensuring vendors are set up in Client systems

·       Create purchase orders / requisitions in Client procurement systems

·       Monitor the approval process until Purchase Order(s) are fully approved.

·       Vendor Quotation, Purchase Requisition and Purchase Order file in appropriate project folders and systems

Financial Management

·       Identify country specific invoicing requirements and apply to invoice processing as required.

·       Receive soft copies by email for all invoices and send hard copies by internal mail for all China invoices (with Fapiao)

·       Check provided invoice information for accuracy prior to submission

·       Submit invoice to CIIPS team for their upload and route for approval into Client systems.  Track submission invoice date in line with date of invoice receipt.

·       Follow up with invoices processing team to ensure all invoices have been uploaded & routed for approval in a timely manner

·       Track invoices status in Client systems until the payment is settled

·       Maintain and update invoice register for record purposes

·       For issues arising during invoice processing, follow up and coordinate with related parties

Project Close Out and Other Ad-Hoc Activities

·       Update all required information such as project close out / project schedules in technology systems for closing the project

·       Contribute to project close out, in accordance with established governance processes and agreed timescales. 

·       Assist with Capital Planning process, when needed

·       Update Capital Plan data, when needed

·       Make sure all invoice submitted before year end cutoff date – one-off annual activity

·       Assist others in Year End accrual co-ordination activities

Job Requirements

• Higher Diploma / Degree-level education
• A minimum of 4-5 years relevant working experience in the corporate real estate
• Strong customer service and interpersonal skills
• Good time management and organisational skills
• Good command of both spoken and written English, Cantonese and Mandarin
• Intermediate computer skills in Microsoft Office; Word, PowerPoint and Excel

·       Independent, self-motivated, flexible, responsible and willing to work time-sensitive tasks from time to time.

Reporting Structure: Reports to APAC PMO Lead within the on-account PMO Team

Location:

On-site –Hong Kong, SAR, China

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re 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 you're pursuing.

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