Regional Program / Data Coordinator - Kuala Lumpur, Malaysia

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Role Overview:

The Regional Program & Data Coordinator provides administrative support to the regional PMO functions, with respect to the following activities:

• Data entry into JLL’s Project Management Information System, Adaptive Work
• Improvement and maintenance of project data quality
• Document Control, ensuring project teams have uploaded latest documents into the Adaptive Work system
• Supporting Cost Managers with project finance activities
• Generally assist in preparing reports

This role requires engagement with dedicated account PMO staff and with in-country Project Managers based in the countries that JLL operates in under the MSA.

Roles and Responsibilities:

Document Control:

• Maintain and keep updated a centralized repository of construction documents in JLL’s Project Management Information System / Account SharePoint
• Ensure proper version control of documents.
• File and organize documents in accordance with approved project structure.
• Distribute documents to relevant stakeholders as per the requirements of the Project Manager.

Communication / Reporting:

• Assist in facilitating communication with project stakeholders, including project sponsors, clients, and team members.
• Prepare regular / ad hoc reporting as directed by PMO Lead.
• Prepare meeting record / minutes (as directed).
• Assist with project benchmarking.
• Collect, analyze, and interpret project data and performance metrics.
• Prepare regular project reports, status updates, and dashboards for senior management and stakeholders.
• Manage on-account trackers for project approvals, PO's & Contracts, lessons learnt,
• Identify trends, risks, and areas for improvement based on project data analysis.
• Support the development and implementation of data-driven project management strategies.

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 JLL’s Project Management Information System)
• Ongoing administration of technology systems (access, troubleshooting, refresher / manage training in new features, monitor project closeout)
• Use Client technology systems to capture data / undertake key deliverables and ensure Client and JLL systems are aligned

Data Quality

• Monitor / report on technology usage / adoption
• Monitor and Report on data quality in PDS / Client Systems
  • Accuracy
  • Completeness
  • Reliability
  • Relevance
  • Timeliness
• Liaise with PDS delivery teams to identify and monitor the correction of data quality errors, including – but not limited to – those in the JLL Data Quality Engine (DQE)

Governance and Assurance:

• 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
• Monitor project compliance with established processes and policies through account specific health check (documents saved in correct locations etc, Mandatory Deliverables available, data quality achieved etc)
• Review and assist in tracking projects against Account / Project KPI's.

Finance & Procurement:

Dependent on the candidates individual experience, they may be required to contribute to on-account finance activities as directed.  For example:

• Checking applications for payment for arithmetical accuracy
• Checking completeness of invoices
• Cross checking actual spend with Purchase Orders
• Setting up vendors in JLL and Client procurement systems
• Support cashflow forecasting activities (consolidate information, review and report on variances to PMO Lead, input data into Client systems)
• Creation of Purchase Orders
• Review of PO’s against contracts
• Review of invoices against PO / Contract and check for correctness / completeness
• Ensure collation of documentation to support invoicing
• Raise tickets for payment delays

Project Closeout

• Follow standard Project Closeout Checklist
  • Issue Customer Satisfaction Survey and chase completion
  • Ensure completeness of all project documents
  • Consolidate as built drawings and operation / maintenance manuals and issue to FM Teams
  • Ensure actual data on cost / programme is correct and cost breakdown is properly categorised
  • Asist
• Track completion of Lessons Learnt process and upload information into JLL’s Project Management Information System
• Assist in organizing project closeout meetings or events if necessary.
• Prepare final project reports.
• Assist in analyzing project performance metrics such as schedule adherence, budget utilization, and quality benchmarks.

Requirements:

Core technical skills

• Proficiency 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

Location:

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For additional details please see our career site pages for each country.