Project Operations Specialist

JLL•Phoenix, AZ

37d•Remote

About The Position

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies 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. Microsoft Account: Project Operations Support We are seeking a detail-oriented Project Delivery Operations Support Analyst to join our Account Operations Team, primarily supporting execution of our LATAM projects. This role serves as a critical support function similar to an experienced Project Manager, focusing on operational excellence across project lifecycle management, financial tracking, and vendor coordination. The successful candidate will work closely with Project Managers and Finance teams to ensure seamless project execution and administrative support. What your day-to-day will look like: Project Management and Coordination: · Drive project success by coordinating activities from initiation to completion, ensuring PM deliverables meet budget, scope, and timeline requirements. · Support and train PMs on comprehensive project documentation, including schedules, budgets, and progress reports. · Coordinate and assist with project meetings, workshops, and presentations, as needed · Assist in procuring and managing project resources (PO and contract creation), including equipment, materials, and subcontractors. · Support the project team in resolving issues, demonstrating a solution-oriented mindset. · Update project information in client and JLL Project Management tools, maintaining accurate project status. Financial Management and Analysis: · Review project forecasts and accruals, preparing account-level analysis and reporting. · Conduct monthly variance analysis (MTD, QTD, YTD) and assist with quarterly QBR reporting. · Prepare and review actuals reports, ensuring accuracy and timely delivery. · Upload forecasts in client tool and craft detailed commentaries. · Generate comprehensive forecast reports for stakeholder review. · Assist with project financial audits, closeout reconciliation, and compliance requirements. · Monitor project financial performance, tracking expenses and maintaining accurate budget records. Sourcing and Procurement: · Manage client vendor setup and provide invoice support. · Prepare project Purchase Orders using client and JLL tools. · Offer comprehensive contract support, including review and administration. Process Improvement and Reporting: · Collaborate on developing efficient reporting strategies, focusing on automation and process simplification. · Contribute to the development and distribution of best practices and process documentation. · Complete regular and ad-hoc reporting, including internal and client-ready documents, reports, and presentations. · Utilize Microsoft Teams and Shared Drive for efficient data collection, reporting, and team communication. Risk Management and Team Support: · Identify potential risks and develop mitigation strategies to ensure project success. · Assist with PM onboarding, providing guidance on finance, sourcing, procurement, and project tools/processes. · Offer documentation and process support for Project Funding Reports. · Maintain accurate project documentation, including project plans, status reports, and meeting minutes.

Requirements

Fluent in Spanish
Bachelor's degree in construction management, or related field.
2-4 years of experience in project management or related roles within the real estate industry.
Strong organizational and time management skills, with the ability to prioritize and multitask effectively.
Excellent communication and interpersonal skills, with the ability to build strong relationships with both internal and external stakeholders.
Proficiency in project management software and tools.
Experience in managing small to medium-scale projects from initiation through completion.
Knowledge of real estate industry best practices and construction processes.

Nice To Haves

Project Management Professional (PMP) certification.
Experience working with commercial real estate clients.
Familiarity with sustainability and energy-efficiency practices in the built environment.
Ability to travel for project-related meetings and site visits.
Demonstrated ability to work independently and as part of a team.
Strong problem-solving skills and attention to detail.

Responsibilities

Drive project success by coordinating activities from initiation to completion, ensuring PM deliverables meet budget, scope, and timeline requirements.
Support and train PMs on comprehensive project documentation, including schedules, budgets, and progress reports.
Coordinate and assist with project meetings, workshops, and presentations, as needed
Assist in procuring and managing project resources (PO and contract creation), including equipment, materials, and subcontractors.
Support the project team in resolving issues, demonstrating a solution-oriented mindset.
Update project information in client and JLL Project Management tools, maintaining accurate project status.
Review project forecasts and accruals, preparing account-level analysis and reporting.
Conduct monthly variance analysis (MTD, QTD, YTD) and assist with quarterly QBR reporting.
Prepare and review actuals reports, ensuring accuracy and timely delivery.
Upload forecasts in client tool and craft detailed commentaries.
Generate comprehensive forecast reports for stakeholder review.
Assist with project financial audits, closeout reconciliation, and compliance requirements.
Monitor project financial performance, tracking expenses and maintaining accurate budget records.
Manage client vendor setup and provide invoice support.
Prepare project Purchase Orders using client and JLL tools.
Offer comprehensive contract support, including review and administration.
Collaborate on developing efficient reporting strategies, focusing on automation and process simplification.
Contribute to the development and distribution of best practices and process documentation.
Complete regular and ad-hoc reporting, including internal and client-ready documents, reports, and presentations.
Utilize Microsoft Teams and Shared Drive for efficient data collection, reporting, and team communication.
Identify potential risks and develop mitigation strategies to ensure project success.
Assist with PM onboarding, providing guidance on finance, sourcing, procurement, and project tools/processes.
Offer documentation and process support for Project Funding Reports.
Maintain accurate project documentation, including project plans, status reports, and meeting minutes.