APAC Project Coordinator

EAA-Jones Lang Lasalle Limited; Hong Kong; On-site; HKD 360,000 - 600,000; Full time

Job summary

JLL Hong Kong is seeking an APAC Project Coordinator to support regional project delivery within the PMO. You will coordinate project administration, enter budget and invoice data, and ensure timely processing and governance across 10 APAC countries.

The role requires strong attention to detail, fluent English, Cantonese and Mandarin, and proficiency with Microsoft Office. You will work with project managers, procurement and finance teams to maintain accurate records and streamline reporting in

Qualifications

• Higher Diploma / Degree-level education.
• 4-5 years relevant working experience in corporate real estate or project coordination.
• Strong customer service and interpersonal skills.
• Good time management and organisational skills.
• Fluent in English, Cantonese and Mandarin; strong communication skills.

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 and follow up for timely payment.
• Assist project managers in resolving any invoices related to Clients' internal systems.
• Be responsible for onboarding for new personnel, coordinating with the Clients’ systems for timely submission of information.
• Input and maintain data like project budgets, commitments, invoices & project close out information into Client’s internal systems.
• Maintain and update registers and payment tracking documents or financial reports.
• Assist in vendor enablement and coordination with procurement / accounts payable for setting up/activating vendors in Client systems.
• Assist project managers in Ariba purchase order creation.
• Ensure all documentation is saved in the right locations.
• Assist in project-related reports with focus on project finance and performance.
• Contribute to project registers and schedules updates as necessary.

Skills

Customer service

Interpersonal skills

Time management

Organisational skills

English

Cantonese

Mandarin

Education

Higher Diploma / Degree-level education

Tools

MS Office

ERP/Project Systems

Job description

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.

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 Client finance 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.

Location: On-site –Hong Kong, SAR, China

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.

At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.