JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
What this job involves –
The Project Administrator serves as an important operational support role to the Project Management team and onsite Facility Management team, assisting the smooth execution of projects through administrative coordination, vendor management, financial process support, and stakeholder communication. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Sound like you? To apply you need to:
Have solid problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively;
Native Japanese - Business level English, written and spoken.
Has the ability to effectively deal with busy situations;
Be able to work independently;
Be Self-motivated, confident and energetic;
Be Flexible – able to adapt to rapidly changing situations;
Be Goal-oriented – able to focus on meeting all performance targets;
Be a Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also, an active listener;
Exhibit honesty and trustworthiness.
Performance objectives
Client/Stakeholder Management
Provide superior customer service to meet on-site client’s expectations.
Procurement & Vendor Management:
Support procurement activities including drafting RFPs, ATPs, RFQs, and QERs, covering sourcing, vendor selection, and purchase order creation.
Manage vendor registration, ensuring required documentation, certifications, and compliance are obtained and maintained.
Oversee vendor onboarding and serve as primary vendor contact.
Project Finance Management
Support project management and onsite FM team with financial administration by tracking budgets, monitoring expenditures, and reconciling project costs against approved budgets.
Assist to Process and verify invoices for accuracy, proper coding, and authorization before submission for payment.
Coordinate with Onsite FM team, Project Management teams and finance teams to resolve billing discrepancies and ensure timely payment processing.
Issuing of Purchase Orders through the JLL Corrigo and JDE systems
Health & Safety Management
This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules;
Administrative Support & Documentation
Maintain robust project documentation including contracts, agreements, correspondence, and meeting minutes.
Establish and manage filing systems (physical and digital) to ensure easy retrieval of project information.
Assist with Preparation of reports and briefing materials for project meetings and stakeholder updates.
Manage and version control project-related technical documents including design drawings, specifications, and technical proposals. Maintain quality-related documents including monthly reports, QA checklists, punch lists, and closing reports.
Project Coordination & SchedulingAssist and support to develop and maintain project schedules, tracking milestones, deliverables.
Assist to Coordinate activities ensuring alignment between teams and timely completion of interdependent tasks.
Monitor project progress against established timelines and proactively identify potential delays or conflicts.
Facilitate project status meetings and distribute meeting agendas, notes, and action item trackers.
undefinedWork Order ManagementCreate, process, and track project-related work orders from initiation through completion.Coordinate with Project Management and Facility Management teams and external contractors to ensure work orders are properly scoped, approved, and executed.Monitor work order status and follow up on outstanding items to prevent project delaysundefinedStakeholder CommunicationsSupport and assist communication liaison between project teams, clients, vendors, and internal departments.Assist in preparation and distribution of regular project updates, status reports to keep stakeholders informed.Respond to stakeholder inquiries promptly and professionally, escalating complex issues to appropriate project leadership.undefinedCompliance & Risk ManagementProvide support to ensure project activities comply with company policies, contractual requirements, and relevant regulations.Maintain and manage insurance certificates, safe work permits, NDAs.Monitor and track project-related contract obligations, key milestones, and expiration dates to ensure timely renewals and compliance.Assist identification, documentation, and implementation of mitigation measures for project risksundefinedAchieve Key Performance Indicators and Service Level Agreement targets
Key skills
Firm First Mindset
- Collaborate effectively with others to meet targets and support team needs.
- Adapt quickly to changing situations and requirements.
- Strong organizational skills with ability to manage multiple priorities while maintaining attention to detail.
- Committed to accurate execution while adhering firm procedures and standards.
Personal AttributesSelf-motivated and able to work independently with minimal supervision while also functioning effectively as part of a team.
Adaptable and flexible with ability to adjust to changing priorities and project requirements.
Diplomatic and professional demeanour with strong customer service orientation.
Results-oriented with commitment to delivering quality outcomes within established timeframes
Client Focus & Relationship Management
Able to interact with all levels of DFAT, diplomatic staff, compound residents and vendors confidently and with ease
Demonstrates ability to work with vendors to deliver efficient services;
Demonstrates proactive & professional approach to customer service;
Has a customer-oriented attitude.
Project Management & Organisational Skills
Proven ability to manage multiple and complex operational matters daily;
Demonstrates ability to prioritise and manage the completion of tasks in an efficient and timely manner.
Security Clearance
Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and police checks).
Employee specification
Experience in Administration, Project Management, construction related field, or equivalent combination of education and experience.
Associate or bachelor’s degree from an accredited institution in Business, Architecture, Engineering, or Construction Management would be an advantage.
2-4 years of administrative or project coordination experience. Practical experience in a project-intensive environment would be an advantage.
Proficiency in Microsoft Office Suite (particularly Excel, Word, PowerPoint.
A good understanding of procurement processes, financial management principles, and contract administration.
Language: Strong written and verbal skills with Native or NV 1 level of Japanese and business level English is required to engage with a large range of local and overseas stakeholders
Familiarity with JLL systems of work such Corrigo Work Order Management, Aravo vendor Management and Uniform procurement management would be an advantage.
Working ConditionsThis position operates in a fun and professional office environment at a unique high-profile site with standard business hours, though occasional flexibility may be required to accommodate project demands or different time zones for meetings.
Note: Public holidays will vary from the traditional Japanese calendar as operations are based on the client calendar. Business hours are generally Monday to Friday 09:00am-17:30pm.
Some weekend work may be required to accommodate project works that can only be carried out on weekends to avoid disruption to client operations.
Successful applicants will also be required to obtain security clearance which may include a “no criminal record history” statement from local Japanese Police. Assistance will be provided to obtain this clearance.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
