Assistant Project Manager

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

As Assistant Project Manager (APM) you will be expected to contribute independently to the tasks below.  This means as an APM, you demonstrate some familiarity with the subject matter and are able to produce these deliverables with guidance from senior team members. Assistant Project Managers are also able to validate and oversee deliverables produced by Project Coordinators.   It is expected an APM be involved with between 5-8 projects at various stages.

As the Assistant Project Manager you are expected to take responsibility for the effective management of all phases of smaller/less complex project (or projects) from initial establishment to handover and project closure.  These projects would be managed under the guidance of a Project Manager/Senior Project Manager. The role requires coordinating thought and leadership skills to encourage maximum contributions of all participants in the project and focus these to maximise outcomes for all stakeholders.

·          Ensure monthly project deliverables are completed, these include:

o   Project Delivery Plans

o   Monthly Status Reports

o   Anticipated Cost Reports

o   Meeting Agendas and Minutes

·          Establish/Maintain project budget in accordance with client requirements. Manage and forecast expenditure to achieve completion within budget.

·          Establish/Maintain a detailed overall project programme that sets clear milestones and objectives to ensure successful project delivery.

·          Establish & maintain an accurate and up to date risk register.

·          Preparation of PCG (Project Control Group) reports and attend PCG meetings as required.

·          Chair weekly project meetings as required.

·          Draft and issue meeting minutes and agendas.

·          Draft Vendor RFP (Request for Proposal) preparation, scope writing and tendering

·          Participate in value engineering, buildability analysis, and assist in critically reviewing the design and documentation to minimize risk and maximize outcomes.

·          Contract administration, ensuring contracts with clients, consultants and suppliers are properly executed and maintained.  Carry out contract administration of all vendors professionally and in accordance with legal requirements to protect commercial interests of client and Jones Lang LaSalle.

·          Establishing and maintaining anticipated cost reports.  Including cash flows and accruals.  Ensuring invoices from vendors are submitted in a timely manner to both the clients and JLL accounting.

·          Reviewing and providing recommendations on variations. Collecting and vetting appropriate supporting documentation for submission to clients.  Obtaining timely client approvals.

·          Implementing and maintaining JLL Health Safety and Environmental systems and take responsibility for areas under your direction.

·          Ensure attention to details on all deliverables and the overall quality of final products positively represents JLL.

·          Ensure a Safety and Environmental Plan is in place and is actively complied with by yourself and others.

·          Be able to effectively run a project in the absence of the Project Manager.

Management of completion of the project close out. 

·          Financial close out

·          Contractual documents (as-builts, deeds of release, client training, etc…)

SITE-BASED PROJECT DELIVERY & SPECIALISED EXPERIENCE

As Assistant Project Manager, you will be required to work on-site with the client in the Sydney CBD a minimum of three (3) days per week to ensure effective project oversight and stakeholder engagement. You must demonstrate direct, hands-on experience in managing active construction sites operating under an agency model (acting on behalf of the Principal), with experience in site management for a Principal model considered an advantage.

This role requires proven capability in delivering projects within live, operational environments where existing building occupancy, critical services, and business continuity must be maintained throughout construction. You will be expected to manage projects with complex stakeholder ecosystems, involving not just three stakeholders, but frequently 20–30+ internal and external parties including building occupants, facility managers, authorities, consultants, contractors, and university departments.

You must have direct, demonstrable experience in the following project types and technical areas:

·         Heritage building conservation and restoration projects

·         Roof replacements and waterproofing remediation

·         Façade restoration (including structural repairs, concrete remediation, and cladding systems)

·         Interior fit-outs and refurbishment works

·         Bathroom and amenities refurbishment

Safety, Compliance & Documentation: You will be directly responsible for managing construction safety on active sites, including:

·         Preparation and maintenance of Work Health and Safety Plans (WHSP)

·         Review and approval of Safe Work Method Statements (SWMS)

·         Management of permits to work, site inductions, and safety compliance inspections

·         Coordination with Principal safety teams and regulatory authorities

·         Incident reporting and investigation as required

Procurement & Systems: You must demonstrate proven experience in:

·         End-to-end procurement processes including RFP/RFQ preparation, tender evaluation, and contract award

·         Vendor and subcontractor engagement, prequalification, and performance management

·         Experience with Ariba and CSMS (Contractor Safety Management System) is highly regarded

A SUCCESSFUL PROJECT

·          Within each project, follow the organisation structure for reporting, communication and working procedures.

·          Work with senior team members to assemble and manage consultants, contractors and suppliers to achieve the best possible performance from all members of the project team.

·          Take a proactive role in assisting the senior team members to deliver a successful project (s).

·          Represent the client’s best interests from inception to completion of the project.

·          Maintaining a positive client relationship.

·          Work with the project team to achieve the best possible performance from all members.

·          Represent and promote the company throughout the project.

·          Accurate and timely project reporting.

·          Ensure repeat business from existing clients.

·          Assist in the production of detailed monthly reports for projects covering, safety, environment, program, resources, budgets, risk and profitability

·          Manage the construction phase of the project and ensure Jones Lang LaSalle is providing appropriate supervision commensurate with our role.

·          Implement an appropriate quality control system.

·          Identify, mitigate and report on project risks to ensure the delivery of projects on time and under budget.

·          Utilise Jones Lang LaSalle technology including Clarizen, Jaggaer, Project Toolkit.

BUSINESS OUTCOMES

·          Develop relationships with other business lines with JLL.

·          Where possible introduce opportunities to other business lines within Jones Lang LaSalle.

·          Develop relationships with existing clients to increase the profile and exposure of Jones Lang LaSalle.

·          Assist in the management project revenue and payment cycles to avoid bad debt.

·          Assist in the preparation of EOI’s and pricing submissions to clients in order to win new work.

·          Assist in the development of quality templates for use by others using Project Toolkit.

·          Assist in external industry award nominations to promote the business within industry.

LEADERSHIP

·          Create an environment where all team members are encouraged to contribute.

·          Sets objectives and measurable goals and remain motivated to achieve them.

·          Acts as leadership role model for Jones Lang LaSalle by embracing Jones Lang LaSalle’s Values at all time, these being Teamwork, Ethics & Excellence.

·          Share knowledge and participate in feedback sessions where possible.

PERSONAL EFFECTIVENESS

·          Set stretch targets for self, and rigorously monitors and manages individual performance.

·          Participates in the development of plans for team operations

·          Seek advice and collaborate with other senior staff in exploring solutions to problems and areas of risk that arise.

·          Delegate to others in the team in a logical and effective manner that empowers positive contribution.

·          Be prepared to make tough decisions that resolve problems or improve operations.

RELATIONSHIP BUILDING

·          Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.

·          Gains respect of Jones Lang LaSalle people, clients, and where appropriate with the broader business community.

COMMUNICATION

·          Be receptive to plans and performance feedback.

·          Maintain positive lines of communication with clients and other stakeholders.

·          Listens effectively and communicates through actions and example.

·          Participate in the analysing of completed projects to promote successes and lessons learnt, including case studies to the greater business.

·          Confidently manage project delivery from inception to closure.

·          Proficiency in the use of Microsoft Office Suite, SharePoint, Microsoft Project and experience in managing cost reporting systems.

·          Understand the legal environment for each project in respect of planning, commercial aspects and delivery constraints.

·          Be able to carry out commercial negotiations with contractors, suppliers, consultants and authorities within established limits of authority.

·          Understand our obligations for complying with ISO14001, ISO45001, ISO9001 and Environmental Health and Safety legislation generally.

·          Assist in maintaining accreditations where applicable.

·          Ability to assess clients basic needs and project constraints.

·          Ability to assist in the commercial assessment of new projects.

·          Have a detailed understanding of different delivery methods. I.e. Project Management, Construction Management, Managing Contractor and Warranted Price, Lump Sum etc.

·          Ability to assist in the preparation of project proposals and the delivery of presentations that may be required as part of securing new work.

·          Demonstrated experience managing heritage and conservation projects in accordance with relevant heritage guidelines and approvals processes.

·          Proven ability to deliver construction projects within live, operational environments with minimal disruption to building occupants and critical services.

·          Direct experience managing active construction sites under an agency model, representing the Principal's interests throughout the project lifecycle.

·          Strong capability in managing complex, multi-stakeholder environments involving 20–30+ internal and external parties simultaneously.

·          Hands-on experience in preparing Work Health and Safety Plans (WHSP), reviewing Safe Work Method Statements (SWMS), and managing site safety compliance and permits.

·          Demonstrated procurement experience including RFP preparation, tender evaluation, contract negotiation, and vendor management.

·          Technical expertise in roof replacement and waterproofing systems, façade restoration (including concrete remediation and structural repairs), interior fit-outs, and bathroom refurbishments.

·          Proficiency in Microsoft Project for programme development, critical path analysis, and resource planning.

·          Experience with Ariba procurement platform and CSMS (Contractor Safety Management System) is highly regarded.

·          A degree in a relevant Project or Construction Management related discipline or related field and a minimum of three (3) years' experience in Design, Construction, or Project Management, or a combination of formal education and experience in excess of eight (8) years, three of which must be directly related to Design, Construction, or Project Management.

Sound like you?  This is what we’re looking for:   :

·          Direct experience managing heritage building conservation and restoration projects

·          Proven track record delivering projects in live, operational environments (occupied buildings, active facilities)

·          Demonstrated experience managing active construction sites under an agency model (acting on behalf of a Principal)

·          Hands-on experience in roof replacements, façade restoration, interior fit-outs, and bathroom refurbishments

·          Direct involvement in safety management including preparation of WHS Plans, review of SWMS, and permit management

·          Demonstrated procurement experience including RFP/RFQ preparation, tender evaluation, and contract administration

·          Ability to manage complex stakeholder environments involving 20–30+ parties simultaneously

·          Proficiency in Microsoft Project for programme management and critical path scheduling

·          Availability to work on-site with the client in Sydney CBD a minimum of three (3) days per week

·          Highly Regarded:

·          Experience in site management for a Principal model

·          Familiarity with Ariba procurement platform and CSMS (Contractor Safety Management System)

Location:

On-site –Sydney, NSW

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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