Project Coordinator is responsible directly for all financial transactions for a wide variety of project types, 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 Project Development Services (PDS) technology in support of regional platform.
- Client based Project Software
- Microsoft Office Suite
- Zoom/Teams
- 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 monitoring and reviewing overall Project Health, Project Closeout Tracker & Project Stales reports, update data as required.
- Supporting accurate user assignments within project to ensure workflow assignments.
- Support the adherence of vendor agreements as it related to fees and process.
- Attend all required trainings for JLL and Client
- Weekly/Bi-weekly touchpoint with Project Manager (PM) to ensure administrative and financial responsibilities are aligned.
- Support assigned projects from initiate to closeout.
- Create, review, and send Commitments (Purchase Orders/PO) and Vendor Change Requests (Change Orders/CO) out to vendors for signature, secure and save executed copies in client software per Folder Structure.
- Manage cradle to grave all vendor invoices and application for payments, inclusive of issues resolutions and tracking to payment.
- Manage/Track follow through on all transactions within client-based software from Budget, Commitment, Change Control, Change Order, and Invoicing to ensure workflows are completed within 48 hours of receipt request.
- Willingness to raise your hand for additional stretch assignments or growth opportunities on consistent basis.
ADMINSTRATIVE DUTIES
- Reporting / Data Accuracy tracking and follow up, including assisting peers as needed.
- Leverage reporting to track project status and correction for data integrity.
- Document Management
- Ensure correct folder location is utilized.
- Document naming convention adherence.
- Project Record data management and project accuracy.
- Companies and Contact Population on project record.
- Onboard Champion for incoming peers as needed.
- Support incoming peers for training and assistance a needed.
- Review and or escalation of Quick Reference Guide (QRG)’s, training materials, or videos if process changes are found.
FINANCIAL DUTIES
- Client based financial responsibilities include processing of Budget Request, Commitment, Change Event, Change Order and Progress Invoice.
- QAQC of backup documentation to ensure its alignment with contract and processes.
- Issuance of approved Purchase Orders and Change Orders to Vendors along with follow up to obtain signed version and uploading to Document Manager per folder structure.
- Tracking of submitted items to drive timely approvals including escalation.
- Review of all waivers of lien and affidavits including subcontractor waivers
- Aging report tracking for Vendor invoices.
- Resolution of Vendor issues
- Invoice escalation as needed to expedite invoice approvals for lien or other.
- Responsible for Change Event/Change Order needed for Vendor to submit Progress Invoice.
- Payment status tracking for vendors as requested.
- Review and Route Commitments per Recommendation or Award or proposal provided by Vendor.
- Ensure accuracy of legal entity and values are correct prior to routing transaction within client-based software.
- Ensure Recommendation of Award or any other sourcing documentation is loaded prior to routing General Contractor commitments.
- Ensure back up documentation is accurate and loaded to Document Manager per Folder Structure.
- GC Change Control (Change Order Documentation) – This will be completed by General Contractor or PM/APM.
- QAQC of backup documentation to ensure its alignment with contract and processes.
- QAQC of Cost Code utilization and line count for submission.
- QAQC on the validation of value matches attached Change Order.
- Vendors
- Assist with status on record updates with Vendor Management.
- Assist with requesting access to client-based software when needed.
- Closeout/Cancellation Financial reconciliation
- Final Unconditional Lien Waiver tracker
- Sub-Contractor Diversity Tracking
- Commitment reductions to spend with proper back up.
- Invoice payment verification.
- Closeout Documentation as required.
- Forecast / Re-forecast of various Milestones as needed.
