Workplace Experience Coordinator

Jones Lang LaSalle (JLL); Gurugram District; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Jones Lang LaSalle (JLL) is seeking a Workplace Experience Coordinator to manage end-to-end procurement for workplace events, employee engagement programs, leadership visits, and office requirements. You will validate requirements, coordinate vendors, analyse quotations, track POs, support invoices, monitor budgets, and ensure procurement compliance with WEP, Procurement, and Finance teams.

The ideal candidate is a graduate with 2–5 years in procurement operations, skilled in data analysis,

Qualifications

• Graduate with a relevant degree; commerce preferred.
• 2–5 years of experience in procurement operations, facility services, or events procurement.
• Strong data analysis, vendor coordination, and budget tracking skills.

Responsibilities

• Manage procurement requirements for workplace events, engagement programs, leadership visits, and office initiatives.
• Collect specifications, quantities, timelines, and budgets from internal stakeholders.
• Coordinate with approved vendors to obtain competitive quotations within defined timelines.
• Prepare commercial comparison statements and support vendor selection based on cost, quality, service, and compliance.
• Raise and track purchase requisitions and coordinate PO creation, approval, amendment, utilization, and closure.
• Validate quotations, POs, SOWs, invoices, and supporting documents against approved scope and budget.
• Monitor spend, identify variances, and maintain budget-utilization trackers.
• Coordinate vendor onboarding and ensure due-diligence and compliance documents are complete.
• Follow up with vendors and internal teams for timely delivery, invoice submission, and payment processing.
• Maintain procurement records for audit readiness.
• Prepare periodic MIS reports covering PO status, spend, savings, and turnaround time.
• Support cost optimization and process improvements.
• Escalate delays, documentation gaps, or policy non-compliance to stakeholders.
• Back-up support for WEP Ambassador during events.

Skills

Data analysis

Vendor management

Price comparison

MS Excel

MIS reporting

Power BI (advantage)

SAP

ServiceNow

Data analytics

Stakeholder management

Education

Bachelor's degree in Commerce or related field

Tools

SAP

ServiceNow

Power BI

Job description

Job Summary

The Procurement Operations Executive will support end-to-end procurement for workplace events, employee engagement programs, leadership visits, and office requirements. The role focuses on requirement validation, vendor coordination, quotation analysis, Purchase Order (PO) tracking, invoice support, budget reporting, and procurement compliance in partnership with the Workplace Experience (WEP), Procurement, and Finance teams.

Job Details

• Job Location: Gurugram
• Designation: Workplace Experience Coordinator
• Educational Qualification: Graduate degree required, preferably in Commerce
• Experience Required: 2-5 years of experience
• Shift Timings: General Shift
• 8AM to 5PM, 9AM to 6PM, 10AM-7PM, 12PM to 9PM
• Work Schedule: 6 Days/week
• Specific Skills: Proficient in data analysis with core competencies in vendor management, price comparison analysis, numerical and data analytics, procurement pricing, and creating comparison spreadsheets.

Job Responsibilities

• Manage procurement requirements for workplace events, engagement programs, leadership visits, and office initiatives.
• Collect clear specifications, quantities, timelines, and budgets from internal stakeholders.
• Coordinate with approved vendors to obtain competitive quotations within defined timelines.
• Prepare commercial comparison statements and support vendor selection based on cost, quality, service, and compliance.
• Raise and track purchase requisitions and coordinate PO creation, approval, amendment, utilization, and closure.
• Validate quotations, POs, Statements of Work (SOWs), invoices, and supporting documents against approved scope and budget.
• Monitor event and operational spend, identify variances, and maintain accurate budget-utilization trackers.
• Coordinate vendor onboarding and ensure required due-diligence and compliance documents are complete.
• Follow up with vendors and internal teams for timely delivery, invoice submission, and payment processing.
• Maintain procurement records, approvals, quotations, POs, invoices, and closure documents for audit readiness.
• Prepare periodic MIS reports covering PO status, spend, savings, procurement turnaround time, and pending actions.
• Support cost optimization, vendor benchmarking, process standardization, and continuous improvement initiatives.
• Escalate procurement delays, documentation gaps, budget deviations, or policy non-compliance to the relevant stakeholders.
• Worked as back-up for WEP Ambassador for all day to day events and support.

Key Deliverables

• Quotation and commercial comparison tracker
• Purchase requisition and PO status tracker
• Budget utilization and variance report
• Procurement savings and cost benchmark report
• Vendor onboarding and compliance tracker
• Invoice and payment follow-up tracker
• Vendor performance scorecard
• Monthly procurement MIS and leadership dashboard
• Complete procurement documentation and audit-ready repository

Qualifications

• Bachelor's degree in commerce, Business Administration, Supply Chain, Facility Management, or related field.
• 2 to 5 years of experience in procurement operations, workplace services, facilities, or event procurement.
• Experience in quotation analysis, vendor coordination, PO management, invoice processing, and budget tracking.
• Good working knowledge of procurement policies, approval of workflows, commercial terms, and financial processes.
• Proficiency in Microsoft Excel trackers, MIS reports, cost comparisons, and data analysis; knowledge of Power BI is an advantage.
• Exposure to SAP, ServiceNow, or similar procurement/ERP systems is preferred.
• Strong analytical, organizational, communication, stakeholder management, and follow-up skills.
• Ability to manage multiple requirements, meet timelines, and work independently with attention to detail.

Key Competencies

• Procurement and commercial analysis
• Vendor and stakeholder coordination
• PO, invoice, and budget management
• MIS reporting and Excel proficiency
• Compliance and documentation control
• Cost optimization and problem-solving

Location

On-site Bengaluru; Gurugram

Scheduled Weekly Hours

48