Project Administrator

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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 peopleand empowering them to thrive grow meaningful careers and to find a place where they belong. Whether youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

Job Description

Title: Assistant Project Manager

Business unit: Project and Development Services

Reporting to: Project Manager/Senior Project Manager/Project Director

What this opportunity involves:

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.

An overview of the role:

As the Assistant Project Manager you are expected to take responsibility for the effective management of all phases of project delivery 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.

Projects vary in size and complexity but it is expected that the Assistant Project Manager should have a sound understanding of technical building services and have experience in delivering projects under both Project Management and Managing Contractor engagement models.

• Ensure monthly project deliverables are completed these include:

  • Project Delivery Plans

  • Monthly Status Reports

  • Cost Reports

  • 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)

Performance objectives: 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 clients 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 EOIs 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 LaSalles 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.

Key skills

• 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.

Sound like you This is what were looking for:

• A degree in a relevant Project or Construction Management related discipline or related field and five (5) years experience or a combination of formal education and experience in excess of eight (8) years five of which must be related to Design Construction or Project Management.

Benefits:

• Great employee discounts off fitness wellbeing & other renowned bands

• 18 weeks paid maternity leave

• Private Health Insurance Discounts

• Active Social Club

• Employee assistant program

• Novated Lease for EV cars

• Paid time off for volunteer work

• Career Opportunities with Australias #1 Commercial Real Estate firm

• Premium offices

What you can expect from us:

Youll join an entrepreneurial inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

As an organisation we dont just accept that we are a place of many different people but we embrace it we celebrate it and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race gender age sexual orientation or disability and that is why for more than a decade we continue to rank among the Worlds Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

Interested candidates please apply following the link below quoting job reference number REQ533692

Location:

On-site Sydney NSW

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were 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 yourepursuing.

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Required Experience:

Unclear Seniority

Employment Type : Full-Time
Experience: years
Vacancy: 1