Procument Assistant/Administration & Office Support

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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.

Procurement Assistant

1) Purchase Order Management:

• Ensure accuracy of purchase order details, including pricing, quantities, and delivery terms
• Coordinate with suppliers to confirm order receipts and resolve any discrepancies

2) Supplier Relationship Management:

• Maintain and update supplier database with current contact information, certifications, and performance metrics
• Assist in vendor evaluation and selection processes
• Coordinate supplier meetings and site visits as required

3) Contract Administration:

• Assist in preparing, reviewing, and maintaining procurement contracts
• Track contract expiration dates and initiate renewal processes
• Ensure compliance with contractual terms and conditions

4) Cost Savings and Analysis:

• Assist in conducting market research and price comparisons
• Prepare cost analysis reports to support decision-making
• Identify potential areas for cost savings and process improvements

5) Documentation and Reporting:

• Maintain accurate and up-to-date procurement files and records
• Prepare regular procurement reports, including spend analysis and supplier performance
• Ensure all documentation complies with company policies and auditing requirements

6) Communication:

• Liaise between internal departments and suppliers to ensure smooth procurement processes
• Respond to inquiries from internal departments regarding procurement status and issues
• Escalate complex issues to the Procurement Manager as necessary

7) Compliance and Ethics:

• Ensure all procurement activities adhere to company policies, ethical standards, and relevant regulations
• Assist in maintaining records for audit purposes
• Report any potential conflicts of interest or policy violations

8) Tendering and RFP Process:

• Assist in preparing Request for Proposals (RFPs) and tender documents
• Coordinate the distribution of RFPs to potential suppliers
• Manage the receipt and organization of supplier responses
• Assist in the evaluation of proposals, including creating comparison matrices
• Support the team in preparing presentation materials for selection committees
• Maintain confidentiality throughout the tendering process
• Ensure compliance with company policies and legal requirements in the RFP process

9) Contractual Management:

• Assist in drafting and reviewing procurement contracts
• Maintain a centralized contract database, ensuring all documents are up-to-date and easily accessible
• Track contract expiration dates and initiate renewal processes in a timely manner
• Monitor supplier performance against contractual terms and report any deviations
• Assist in contract negotiations by providing relevant data and support materials
• Ensure all necessary signatures and approvals are obtained for contracts
• Coordinate with legal department for contract reviews when necessary

10) Comparison Quotes:

• Solicit quotes from multiple vendors for goods and services
• Create comprehensive comparison sheets, detailing prices, terms, delivery times, and other relevant factors
• Analyze quote comparisons to identify the most cost-effective and suitable options
• Prepare summary reports of quote comparisons for management review
• Maintain a database of historical quote information for future reference
• Ensure fair and ethical practices in the quote collection process

11) Market Research and Vendor Evaluations:

• Conduct regular market research to stay informed about industry trends, new products, and pricing fluctuations
• Identify potential new suppliers and evaluate their capabilities
• Assist in creating and maintaining vendor scorecards
• Analyze supplier performance data and prepare reports
• Contribute to the development of supplier evaluation criteria
• Support the team in conducting periodic supplier performance reviews

12) Supplier Meetings and Site Visits:

• Coordinate and schedule supplier meetings and site visits
• Prepare agendas and necessary documents for supplier meetings
• Participate in supplier meetings and take detailed notes
• Assist in organizing and conducting supplier site visits
• Prepare reports summarizing key findings from meetings and site visits
• Follow up on action items resulting from supplier interactions

13) New Vendor Research and Onboarding:

• Proactively search for and identify potential new vendors in the market
• Conduct initial screenings of new vendors, including requesting company profiles and capabilities statements
• Assist in the vendor pre-qualification process, including collecting necessary documentation
• Coordinate with internal stakeholders to evaluate new vendor suitability
• Support the onboarding process for approved new vendors
• Maintain and update the database of potential vendors for future opportunities

14) General Research and Analysis:

• Stay informed about industry trends, best practices, and emerging technologies in procurement
• Conduct research on specific products or services as requested by the procurement team
• Analyze spending patterns and identify potential areas for cost savings
• Assist in benchmarking studies to compare company practices with industry standards
• Prepare research summaries and presentations for management review

Admin & Office Support

1) Office Management:

• Manage Management office reception area, greet visitors, and direct them to appropriate personnel
• Answer and manage incoming phone calls, emails, and correspondence
• Maintain a clean, organized, and professional office environment
• Coordinate office layout and equipment maintenance

2) Administrative Support:

• Provide general administrative support to various departments as needed
• Prepare and edit correspondence, reports, presentations, and other documents
• Organize and maintain file systems, both physical and digital

3) Communication:

• Act as a liaison between management, employees, and external parties
• Facilitate effective communication within the organization
• Respond to inquiries and requests for information promptly and professionally

4) Document Management:

• Process, organize, and file important documents
• Maintain confidentiality of sensitive information
• Ensure proper document retention and disposal according to company policies
• Prepares a variety of written materials (e.g. correspondence & memos, etc.)

5) Office Supplies and Equipment:

• Manage inventory and order office supplies & pantry item as needed
• Coordinate maintenance and repair of office equipment
• Research and recommend cost-effective suppliers and service providers

6) Vendor Management:

• Maintain relationships with office vendors and service providers
• Resolve any issues or discrepancies with vendors

7) Employee Support:

• Assist with onboarding procedures for new employees
• Maintain employee records and update as necessary
• Coordinate with all staffs for various administrative tasks

REQUIRED SKILLS & KEY COMPETENCIES:

• Time management & adaptability
• Teamwork and collaboration
• Initiative and proactivity
• Negotiation skills & ethical conduct
• Strong organizational and problem-solving skills
• Ability to work independently and manage multiple tasks
• Excellent communication and interpersonal skills
• Proficiency in office software and equipment
• Attention to detail and accuracy
• Ability to maintain confidentiality
• Adaptability and flexibility in a dynamic work environment
• Time management and ability to meet deadlines
• Analytical skills to interpret data and guidelines

QUALIFICATIONS:

• Bachelor's degree in Business Administration, Supply Chain Management, or any related field (or equivalent work experience).
• 1-2 years of experience in procurement or related field preferred.
• Proficiency in Microsoft Office Suite, especially Excel
• Familiarity with procurement software and ERP systems is a plus.
• Strong analytical and problem-solving skills.
• Excellent communication and interpersonal skills
• Ability to multitask and work in a fast-paced environment
• Strong attention to detail and organizational skills
• Basic understanding of procurement processes and best practices
• Positive approach to meeting client needs.
• Work experience in a corporate environment or with a third-party service provider.
• Result oriented and able to work under pressure to meet tight deadlines
• Recent graduates are also invited to apply, JLL will provide career development planning to support growth and development in the role

WE OFFER:

• Competitive salary commensurate with experience
• Opportunities for professional development and growth
• A dynamic and collaborative work environment
• Comprehensive benefits package

Location:

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