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Project Coordinator
Jones Lang LaSalle
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
The Project Coordinator is responsible for a wide variety of tasks and must be organized, flexible and adept at multi-tasking, as they are generally required to perform a wide variety of tasks on a daily basis, sometimes even simultaneously. They directly execute the financial and some administrative aspects of assigned real estate projects throughout the projects lifecycle. In addition to regional project manager support responsibilities the Project Coordinator is also responsible for various activities including but not limited to process improvement, and document and template management.
BASIC JOB DUTIES
• Demonstrate proficiency in the use and application of all PDS technology in support of Regional platform
◦ OneView Systems – Projects & Financials
◦ Spotlight
◦ Microsoft Office Suite
• Comply with all JLL policies and procedures, including but not limited to ethics and business practice
• Participate in all required operational calls and meetings
• Support data accuracy by working with PM to reduce DARM & Stales for assigned projects
◦ Project information (region, directory, etc) are updated and current
◦ Team pages within OVF are updated and current
• Support the adherence of vendor agreements as it related to fees and process
• Attend all required trainings (hosted by OMT, EHS, JPMC, etc.)
• Weekly/Bi-weekly touchpoint with PM to ensure administrative and financial responsibilities are aligned
• Support assigned projects from initiation to closeout
• As Needed
◦ One on One support for JPMC (JPMC SPOC)
◦ Onboarding champion & new hire SPOC for training & shadowing
◦ Meeting Minute support for the Regional Project Management Review call (Mega call)
§ Northeast – Tuesday @
§ Midwest – Tuesday @
§ Southeast – Tuesday @
ADMINISTRATIVE DUTIES
• Ensure Documentation in OVP is comprehensive, accurate and properly filed per document library folder structure guidelines
◦ Document upload as needed from Project Manager
◦ Ensure proposals from routed commitments in OVF are uploaded to correct folder in OVP
• Complete post-PIF tasks as directed by Project Manager/Operations and Post-PIF checklist within 24 hour SLA
• Responsible for ensuring that all administrative documentation required for closeout/cancellation is received and uploaded to the correct folder per Project Completion Checklist
• Preparation of the Fixed Asset Report: Preliminary and Final
• Send approved Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) out to vendors for signature, secure and save executed copies in OVP based off folder structure
FINANCIAL DUTIES
• Accurate Invoice Audits (38000 only). Audit 38000 Invoices; Email to Construction Lead with invoice template (38000 only)
• Assist with open balances due to JLL & JPMC Retained Vendors
• Accurate Budgets are created and routed in 38100 & 38000 OVF
Budget Entry - Initial Due Diligence / CERP funding (if applicable)
◦ Budget Entry - Full Project Budget
• Accurate Budget Transfers created and routed in OVF (38100)
• Accurate Commitments created and routed in 38100 & 38000 OVF
◦ Upload proposal to OVP based off folder structure
◦ Commitment created and routed in OVF
◦ Sending approved Commitments (Purchase Order) to Vendors for Signature & uploading signed PDF to OVP (38100 only)
• Accurate Vendor Change Requests created and routed in 38100 & 38000 OVF
◦ Upload revised proposal to OVP based off folder structure
◦ Vendor Change Requests created and routed in OVF
◦ Sending approved Vendor Change Request (Change Order) to Vendors for Signature & uploading signed PDF to OVP (38100 only)
◦ Routing Deductive Vendor Change Requests at Closeout to reduce and close open commitments (once approved by appropriate party)
• Complete Financial Closeout Responsibilities on Project Completion Checklist
◦ Reconcile open commitments and ensure invoices are processed
• Complete Financial Cancellation Responsibilities on Project Completion Checklist
• Assist AP with resolution of items on Problem Invoice Log
#LI
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