Position Overview: We are seeking a detail-oriented professional with combined construction and operations experience to provide critical management support for one of JLL's Healthcare accounts. This role requires someone who can seamlessly navigate between project management coordination, vendor/procurement administration, client reporting, and team operations support. The ideal candidate will be comfortable wearing multiple hats in a fast-paced environment.
Key Responsibilities
Project and Portfolio Management Support (40%)
Maintain and update the client’s Project Implementation Plan (current project management tool) on a daily basis
Track project allocations timesheet monthly and coordinate team allocation sheets
Manage the Invoice Tracking Log and coordinate vendor pay application reviews
Prepare and distribute TIS (Transfer into Service) Reports with Substantial Completion letters monthly
Support annual Capital Planning activities alongside Account Director
Update Grants vs. Actuals data for weekly portfolio check-ins
Manage budget transfers, deprioritization letters, and new project number requests
Vendor and Procurement Coordination (30%)
Review and process vendor pay applications daily in coordination with project managers
Manage vendor badging documentation and coordinate with HR Operations Contractors
Track vendor invoicing through multiple systems (Oracle, Monday.com, Excel Invoice Tracker)
Prepare PO release requests with proper formatting for client approval
Maintain the Badging Log and coordinate monthly badging status meetings
Lead/support vendor badging and invoicing training sessions as needed
Monitor the Reallocation Log and vendors with outstanding invoices
Administrative and Operations Support (30%)
Prepare materials for and support weekly Client Meetings
Support weekly Procurement Meetings and prepare Reports/Contract Overview Reports
Prepare materials for bi-weekly Portfolio Reviews
Prepare monthly Executive Reports (Budget Section) by the 7th of each month
Manage JLL SharePoint access and ownership
Maintain PTO calendar access for the team
Review JLL invoices, project allocation timesheets, and PTO calendar
Manage shared email inboxes and calendar ownership
Coordinate with client systems (Oracle, Monday.com, Client SharePoint) as needed
Provide ad-hoc support for various team needs and special projects for client deliverables
Required Qualifications
3+ years of experience in construction project coordination or construction operations
Strong administrative and operations management background
Advanced proficiency in Microsoft Excel (complex spreadsheets, tracking logs, reporting)
Experience with project management tracking systems and financial reporting
Excellent organizational skills with ability to manage multiple concurrent priorities
Strong attention to detail, particularly with financial data and compliance documentation
Professional communication skills for client and vendor interactions
Preferred Qualifications
Experience with Oracle, Monday.com, or similar project tracking platforms
Familiarity with construction procurement processes and pay application reviews
Knowledge of public sector project management or healthcare facility projects
Experience with SharePoint administration
Understanding of grant management and budget compliance reporting
Key Competencies
Proactive problem-solver who can work independently
Comfortable with ambiguity and changing priorities
Strong relationship management skills across internal teams and external vendors
Process-oriented with ability to standardize and improve workflows
Team player willing to support diverse needs across the account