The Regional Project Co-Ordinator works as part of the Project Management Office, handling a variety of tasks related to the smooth operation of individual programmes of work and supporting the dedicated resources engaged in delivering the individual projects that form the programme. Working with the PMO Lead, the role provides administrative support in respect to the following activities:
- Onboarding of project management resources in JLL / Client processes and standards, including onboarding and training in technology systems
- Monitoring data quality and implementing corrective measures to improve data quality
- Carry out project health checks, audits and other control / compliance functions in accordance with standard process
- Supporting reporting and communication activities
This role requires engagement with JLL resources based in the APAC countries that JLL operates.
The role will be based in the Client's offices in Mumbai (Bandra Kurla). Experience of working within a PMO for a Client in the Financial Services sector would be advantageous.
Roles and Responsibilities
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)
- Where included in role, use Client technology systems to capture data / undertake key deliverables
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
Process & Procedures
- Undertake technical onboarding of PDS delivery teams in Client specific process, 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 process, templates etc
- Undertake Account specific health check (documents saved in correct locations etc, Mandatory Deliverables available, data quality achieved etc)
- Manage centralised document control activities (PMO Centre of Excellence up to date including centralised templates, Guidance notes, lessons learnt etc)
Reporting
- Manage on-account trackers for project approvals, PO's & Contracts, lessons learnt, etc
- Collate information as directed to support Account funding requests / business approval
- Prepare regular / ad hoc reporting as directed by PMO Lead
- Prepare meeting record / minutes (as directed)
Finance
- Contribute to on-account finance activities (and interface where required with Client Finance system) as directed (Reviewing invoices for accuracy before submission, track invoice status etc)
Data analysis and Management
- Review and assist in tracking projects against Account / Project KPI's including
- Budget / Programme Compliance
- Satisfaction Surveys / Medallia
- Risk Reporting
- Assist in project Benchmarking
Communications
- Support communication activities within Account
Core technical skills
- Familiar 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 organising 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.
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, manage deadlines for reporting, and handle multiple assignments concurrently.
- Detail orientated to accurately handle data, maintain document consistency, and ensuring 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 Asia
