Project Administrator

JLL•Indianapolis, IN

3d•Hybrid

About The Position

As a Project Administrator at JLL, you will provide essential administrative and operational support to project teams while ensuring smooth project execution through coordination, documentation, communication, and process management. This role serves as a key liaison between project stakeholders while maintaining critical project information systems that reflect JLL's commitment to operational excellence and seamless project delivery. You'll coordinate project meetings, manage comprehensive documentation, and facilitate communication between project team members, clients, contractors, and vendors while supporting budget tracking and maintaining project databases across all project phases.

Requirements

Two to four years of administrative experience, preferably in project-based environments
Strong proficiency in Microsoft Office Suite, project management software, and database management systems
Excellent organizational and time management abilities with strong attention to detail
Outstanding written and verbal communication skills for effective stakeholder engagement
Ability to multitask effectively and work under pressure in fast-paced environments
Strong problem-solving skills and proactive approach to issue resolution

Nice To Haves

Bachelor's degree in business administration, project management, or related field
Experience with project management software and methodology understanding
Background in construction, real estate, or facilities management projects
Knowledge of contract administration and financial tracking processes
Understanding of document control systems and version management

Responsibilities

Maintain comprehensive project documentation including contracts, correspondence, meeting minutes, and status reports
Coordinate project meetings while preparing agendas, distributing materials, and tracking action items
Manage project filing systems and ensure document version control across all project phases
Support purchase order processing, invoice verification, and payment coordination
Maintain contract documentation and track key contractual requirements and deliverables
Serve as primary point of contact for project inquiries and correspondence
Facilitate communication between project team members, clients, contractors, and vendors
Distribute project updates, reports, and critical information to relevant stakeholders in timely manner
Coordinate with various departments and external partners to ensure seamless information flow
Coordinate project schedules, meetings, and milestone tracking with comprehensive oversight
Assist with resource scheduling and availability coordination across project teams
Monitor project deadlines and provide regular status updates to project managers and team members
Ensure proper timeline management and proactive identification of potential scheduling conflicts
Support budget tracking and expense reporting processes with accuracy and attention to detail
Assist with financial documentation and maintain organized records of project expenses
Track contractual obligations and ensure compliance with established requirements
Coordinate payment processes and maintain financial documentation systems
Maintain project databases and tracking systems for optimal data integrity
Generate regular project reports, dashboards, and performance metrics
Ensure data accuracy and completeness across all project management systems
Support decision-making processes through comprehensive data analysis and reporting