Team Lead - PDS - OPS

Works as part of the Project Management Office, handling a variety of tasks related to the smooth operation of individual programmes of work and supporting the dedicated resources engaged in delivering the individual projects that form the programme. Working with JLL Regional and Cluster Leads, the role provides administrative support in respect to the following activities:

Onboarding of project management resources in JLL processes and standards, including onboarding and training in technology systems

Monitoring data quality and implementing corrective measures to improve data quality

Carry out project healthchecks, audits and other control / compliance functions in accordance with standard process

Supporting reporting and communication activities

Manage a team of PMO and Project coordinators to deliver SLA and efficient project support

This role requires engagement with JLL resources based in the APAC countries that JLL operates

Roles and Responsibilities

Technology

Arrange access and provide training / onboarding to new Project Managers in how to use JLL technology such as the JLL Project Management Information System and any relevant Client technology systems

Undertake refresher or other ad hoc training as required

Extract data and prepare standard reporting (using reporting functionality within JLLs Project Management

Information System)

Ongoing administration of technology systems (access, troubleshooting, refresher / manage training in new features, monitor project closeout)

Where included in role, use Client technology systems to capture data / undertake key deliverables

Data Quality

Monitor / report on technology usage / adoption

Monitor and Report on data quality in PDS / Client Systems

Liaise with PDS delivery teams to identify and monitor the correction of data quality errors

Process & Procedures

Undertake technical onboarding of PDS delivery teams in Client specific process, eg: invoice submission and

approval, key project deliverables / templates, approval stage gates etc)

Review project specific deliverables (documentation etc) prepared by Project Management teams and monitor compliance with Client process, templates etc

Undertake Account specific health check (documents saved in correct locations etc, Mandatory Deliverables available, data quality achieved etc)

Manage centralised document control activities (PMO Centre of Excellence up to date including centralised templates, Guidance notes, lessons learnt etc)

Reporting

Manage on-account trackers for project approvals, PO's & Contracts, lessons learnt, etc

Collate information as directed to support Account funding requests / business approval

Prepare regular / ad hoc reporting as directed by PMO Lead

Prepare meeting record / minutes (as directed)

Finance

Contribute to on-account finance activities (and interface where required with Client Finance system) as directed

(Reviewing invoices for accuracy before submission, track invoice status etc)

Data analysis and Management

Review and assist in tracking projects against Account / Project KPI's including

o Budget / Programme Compliance

o Satisfaction Surveys / Medallia

o Risk Reporting

o Assist in project Benchmarking

Communications

Support communication activities within Account

Core technical skills

Familiar with using collaboration tools such as project management information systems, Microsoft teams, and cloud-based document management systems to achieve effective communication and coordination across different locations.

Strong skills in organising and managing documents, including version control, document naming conventions, file sharing, and archiving to ensure efficient document workflows and retrieval.

Experience in data entry and data analysis using spreadsheet software like Microsoft Excel to assist in data collation, tracking, and reporting activities.

Soft Skills:

Clear and effective verbal and written communication skills.

Demonstrate proactivity in delivering the role.

Strong time management and ability to multitask - prioritizing tasks, manage deadlines for reporting, and handle multiple assignments concurrently.

Detail orientated to accurately handle data, maintain document consistency, and ensuring overall accuracy of administrative tasks.

Adaptability and Flexibility to changes in work priorities.

Strong problem-solving skills to identify and resolve challenges / roadblocks

Ability to work well as part of a virtual team, collaborating with individuals from varied backgrounds and locations, to facilitate effective cross-cultural communication across Asia

Proven work experience as a team leader or supervisor and

In-depth knowledge of performance metrics