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.
Project Coordinator (PC) is responsible for all financial transactions for a wide variety of project types and must be organized, flexible and adept at multi-tasking. They are generally required to perform a wide variety of tasks daily, sometimes even simultaneously. They directly execute the financial aspects of assigned real estate projects throughout the project’s lifecycle from initiation to close out. The Project Coordinator is also responsible for various activities including but not limited to, process improvement, financial documents, communications (verbal & written) and template management.
BASIC JOB DUTIES
- Demonstrate proficiency in the use and application of all PDS technology in support of Regional platform
- PMWeb – Projects & Financials
- Microsoft Office Suite
- ScanOne
- VCMT (Vendor and Contract Management Tool)
- JPMC Systems
- Strong accounting and analytic skills
- Comply with all JLL policies and procedures, including but not limited to ethics and business practice
- Support data accuracy by working with PM/APM to reduce stales and DARM errors for assigned projects
- Support the adherence of vendor agreements as it related to fees and process
- Attend all required trainings (hosted by OMT, EHS, JPMC, etc.)
- Support assigned projects from initiate to closeout
FINANCIAL DUTIES
- Tracking and ownership of submitted PMWEB transactions which include escalation of non-timely approvals
- QAQC / input / routing of Budgets
- Reviews and monitors budgets to ensure each assigned project is adequately funded to support commitments and invoices from vendors.
- Accurate PMWEB Budget transaction are used when created and routed in PMWEB
- Budget Entry – Initial Due Diligence / CERP funding (if applicable)
- Budget Entry – Full Project Budget
- PMWEB to SAP transfers
- Assist with moving funds from RE Costs (PMWEB/above the line) to Non-RE Costs (SAP/below the line) as directed by the Client. This can include AV Equipment, Bank Equipment, ATM, etc.
- QAQC / input / routing of Commitments & Vendor Change Requests
- Issue approved Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) to vendors. Upload to PMWEB per document library folder structure guidelines.
- JLL – Email approved Commitments (Purchase Order) and/or Vendor Change Request (Change Order) to Vendors for Signature & upload signed PDF to PMWEB for audit compliance.
- JPMC – Email approved Email approved Commitments (Purchase Order) and/or Vendor Change Request (Change Order) to Vendors & upload signed PDF to PMWEB for audit compliance (Vendor does not sign).
- Accurate Commitments created and routed in PMWEB
- Upload proposal to PMWEB based off folder structure
- Correct Vendor ID used based off VCMT or JPMC Retained Vendor Tracker
- Commitment created and routed in PMWEB
- Accurate Vendor Change Requests created and routed in PMWEB
- Upload revised proposal to PMWEB based off folder structure
- Correct Vendor ID used based off VCMT or JPMC Retained Vendor Tracker
- Issue approved Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) to vendors. Upload to PMWEB per document library folder structure guidelines.
- Vendor Change Requests created and routed in PMWEB
- Rout Deductive Vendor Change Requests at Closeout to reduce and close open commitments (once approved by appropriate party)
- Invoicing
- Manage cradle to grave all vendor invoices and application for payments, inclusive of issues resolutions and tracking to payment.
- Assist in aging reports inquiries for all vendors for both retained and non-retained vendors
- Vendor point of contact for submission of invoices, monitoring and resolution
- QAQC / input / routing of invoices
- Reviews all invoices and backup documentation (including lien waivers) for accuracy and completeness and is responsible to key into PMWEB for approval and processing.
- Reviews all Payment Applications and backup documentation for accuracy and completeness and is responsible to key into PMWEB for approval and processing.
- Coordinates and tracks all progress payments to ensure timely payments and follows up on any submission issues
- Understands all associated paperwork including change orders.
- Review of all waivers of lien and affidavits including subcontractor waivers
- For invoices that cannot be processed, work with PM and vendor for revisions
- QAQC of JPMC invoices
- Reviews all invoices for accuracy and completeness and is responsible for entry onto JPMC invoice tracker.
- For invoices that cannot be processed, work with PM and vendor for revisions
- Ensure projects are closed / cancelled within 90 days SLA
- Partner with PM/APM to ensure project is administratively reconciled
- Complete financial reconciliation (excludes JLL Commitment) for PMWEB. This is inclusive of Lien Waivers
- Drive overall closeout / cancellation of project
- Complete Project Completion Checklist (PCC) – status check is all green
- Respond to financial inquiries which can include:
- Closeout / Cancellation status discrepancies
- WIP (Work in Progress) inquires by the client and work with project managers to ensure timely accurate billing for all projects and timely close out of projects upon completion.
- Ad Hoc
- Generate ad hoc reporting for change order tracking, billing and other job cost analyses.
ADMINISTRATIVE DUTIES
- Provide document upload for all financial documentation in PMWEB. Ensure documentation is comprehensive, accurate, and properly filed per document library folder structure guidelines.
- Financial Milestone management (MS2 & 15) + project status for assigned projects, All other MS managed by Execution team
- Fixed Asset Form Development
- Submission and tracking of WRM submissions
- Complete post-PIF tasks as directed by Operations Supervisor and Post-PIF checklist within 24hour SLA
- Send approved Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) to JLL and JPMC Vendors
- JLL Vendors – secure and save executed copies in PMWEB based off folder structure
- JPMC Vendors – issue and save to PMWEB (signature not required)
EDUCATION AND EXPERIENCE
- Bachelor’s Degree (BA/BS) or equivalent experience in the finance construction role. Plus, a minimum of two years related work experience to include budgeting, finance and or business analytics; or equivalent combination of education and experience.
KNOWLEDGE, SKILLS, AND ABILITIES
- Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.
- Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and/or commissions. Conducts basic financial analysis.
- Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information.
- Advanced proficiency in Microsoft Office Suite. Spreadsheet skill set to include advanced functions such as graphics, pivot tables.
Location:
-Boca Raton, FL, Columbus, OH, Dallas, TX, Deerfield Beach, FL, Plano, TX, Tampa, FL
If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. 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. Some of these benefits may include:
- 401(k) plan with matching company contributions
- Comprehensive Medical, Dental & Vision Care
- Paid parental leave at 100% of salary
- Paid Time Off and Company Holidays
- Flexible and Remote Work Arrangements may be available
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.
JLL Privacy Notice
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.
For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
For additional details please see our career site pages for each country.
For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.
This position may require you to be fully vaccinated against COVID-19. If required, you’ll be asked to provide proof that you’re fully vaccinated upon your start date. You’re considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.
Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.
