Projects Administrator

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. 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 & Scheduling Assist 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