Project Coordinator

3 weeks ago

Toronto, Canada JLL Full time

JLL supports the Whole You, personally and professionally.

The role of Project Coordinator is to provide reliable, timely, and professional support to the Project Team, assisting with the day to day project coordination activities. The position entails working with a diverse group of internal and external Stakeholders at all levels of the organization, the individual in the role will require the independent judgment to plan, prioritize, and organize a diverse workload. The Project Coordinator role is a key role in the overall success of the project taking a leadership role in the administrative activities throughout the lifecycle of the project.

WHAT YOU’LL DO

Project Support
Owns and leads the Project Initiation Meetings for project initiations
Proactively coordinate project related issues on accounts or assignments
Monitor and assist in the maintenance of project schedules, budgets and expenditures for the project
Assist PM’s with Invoice and Purchase Order review as well as follow up with vendors
Assist PM with Bid opening, Tender Analysis and Award
Maintain accurate and consistent files and documentation that support the lifecycle of the project and the activities within
Update tracking reports, and maintain files for due diligence and financials
Owns the Project Checklist to ensure all Audit requirements are met and the project is “Audit Ready”
Partner with the PM to review each phase of the project lifecycle for audit readiness and data accuracy within Clarizen prior to the PM acknowledging within the system
If required by the PM, TL or Director prepare presentation materials for client meetings
If required by the PM, TL or Director Organize, attend and participate in stakeholder meetings; Documenting and following up on important actions and decisions from meetings for the project
If required by the PM, TL or Director assist in documenting meeting minutes for project meetings
Demonstrate a proactive focus on meeting client and project requirements in a timely and cost-effective manner

Project Tracking
Monitor milestones within Clarizen and budget spend within E1 Financial system
Understand program reports, contributing with regular updates on assigned projects
Coordinate and track all Vendor Request for Proposals (“RFPs”)
Responsible for contributing towards the success of the quarterly KPI’s for the account

Data Management
Complete quarterly data reviews with the PMO Data Analyst to spot check data for accuracy within JLL Platform systems
Demonstrate the ability to pull data from within JLL Platform systems to generate reports for PM’s, TL’s and Director

JLL Platform
Comply with all JLL policies and procedures, including but not limited to ethics and business practice

Other Duties & Assignments
Any other duties and responsibilities that may be assigned
Comply with all JLL policies and procedures, including but not limited to ethics and business practice

WHAT WE’RE LOOKING FOR
Post-secondary education in Business Administration, Accounting, or Project Management
Proficient in Microsoft Office Suite (Teams, Excel, PowerPoint, Word and Outlook)
Significant experience with accounting software
3+ years of relevant work experience, or combination of relevant work experience and education
Commercial real estate, architectural or construction industry experience is an asset
Exposure to the construction industry is an asset, but familiarity to drawings isn’t necessary
Detail oriented with strong analytical skills
Excellent verbal and written communication skills
Demonstrate the ability to communicate clearly
Has the ability to look at data and determine a theme within the data that should be addressed
Strong interpersonal skills with an ability to interact with internal and external Stakeholders
Strong organizational and time management skills
Ability to work independently and as part of a team
Ability to adapt and prioritize, meeting deadlines, in a fast-paced environment
Proactive and takes initiative
May require on-call activity after regular office hours
Demonstrates leadership, responsiveness, and accountability
Proactive and takes initiative
Operates with a sense of urgency, quickly responding to Stakeholders
Professional yet personable demeanor
Position may work primarily at client site or project location
Face to face and/or remote daily interpersonal interaction is usually required in order to perform the job.
Travel as needed for this position

WHAT’S IN IT FOR YOU

Join an industry leader and shape the future of commercial real estate
Deep investment in cutting-edge technology to power your work
Comprehensive and competitive benefits plan
A supportive, caring and diverse work environment designed for your growth and well-being

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 a

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