Assistant Project Manager

JLL empowers you to shape a brighter way.  

Our people at JLL 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.

Duties & responsibilities

As Assistant Project Manager (APM) you will be expected to contribute independently to the tasks below.  This means as an APM, you demonstrate some familiarity with the subject matter and can produce these deliverables with guidance from senior team members. Assistant Project Managers are also able to validate and oversee deliverables produced by Project Coordinators.   It is expected an APM to be involved with between 2-3 projects at various stages.

As the Assistant Project Manager, you are expected to take responsibility for the effective management of all phases of smaller/less complex projects from initial establishment to handover and project closure.  These projects will be managed under the guidance of a Project Manager/Senior Project Manager. The role requires coordinating thought and leadership skills to encourage maximum contributions of all participants in the project and focus these to maximise outcomes for all stakeholders

·        Ensure monthly project deliverables are completed, these include:

o   Project Delivery Plans

o   Monthly Status Reports

o   Anticipated Cost Reports

o   Meeting Agendas and Minutes

·        Maintain project budget in accordance with client requirements. Manage and forecast expenditure to achieve completion within budget.

·        Maintain a detailed overall project programme that sets clear milestones and objectives to ensure successful project delivery.

·        Establish & maintain an accurate and up to date risk register.

·        Assist in the preparation of PCG (Project Control Group) reports and attend PCG meetings as required.

·        Chair weekly project meetings as required.

·        Draft and issue meeting minutes and agendas.

·        Draft Vendor RFP (Request for Proposal) preparation, scope writing and tendering

·        Participate in value engineering, buildability analysis, and assist in critically reviewing the design and documentation to minimize risk and maximize outcomes.

·        Assist in contract administration, ensuring contracts with clients, consultants and suppliers are properly executed and maintained.  Carry out contract administration of all vendors professionally and in accordance with legal requirements to protect commercial interests of client and JLL.

·        Establish and maintain anticipated cost reports.  Including cash flows and accruals.  Ensure invoices from vendors are submitted in a timely manner to both the clients and JLL accounting.

·        Review and provide recommendations on variations. Collecting and vetting appropriate supporting documentation for submission to clients.  Obtaining timely client approvals.

·        Implement and maintain JLL Health Safety and Environmental systems and take responsibility for areas under your direction.

·        Ensure attention to details on all deliverables and the overall quality of final products positively represents JLL.

·        Ensure a Safety and Environmental Plan is in place and is actively complied with by yourself and others.

·        Be able to effectively run a project in the absence of the Project Manager.

Management of completion of the project close out. 

 ·        Financial close out

·        Contractual documents (as-builts, deeds of release, client training, etc…)

Performance objectives

A SUCCESSFUL PROJECT

·        Within each project, follow the organisation structure for reporting, communication and working procedures.

·        Work with senior team members to assemble and manage consultants, contractors, and suppliers to achieve the best possible performance from all members of the project team.

·        Take a proactive role in assisting the senior team members to deliver projects successfully.

·        Represent the client’s best interests from inception to completion of the project.

·        Maintain a positive client relationship.

·        Work with the project team to achieve the best possible performance from all members.

·        Represent and promote the company throughout the project.

·        Accurate and timely project reporting.

·        Ensure repeat business from existing clients.

·        Assist in the production of detailed monthly reports for projects covering, safety, environment, program, resources, budgets, risk and profitability

·        Assist in managing the construction phase of the project and ensure JLL is providing appropriate supervision commensurate with our role.

·        Implement an appropriate quality control system.

·        Identify, mitigate, and report on project risks to ensure the delivery of projects on time and under budget.

·        Utilise JLL technology including Ingenious Build, Jaggaer, Project Toolkit.

BUSINESS OUTCOMES

·        Develop relationships with other business lines within JLL.

·        Where possible introduce opportunities to other business lines within JLL.

·        Develop relationships with existing clients to increase the profile and exposure of JLL.

·        Assist in the management project revenue and payment cycles to avoid bad debt.

·        Assist in the preparation of EOI’s and pricing submissions to clients to win new work.

·        Assist in the development of quality templates for use by others using Project Toolkit.

·        Assist in external industry award nominations to promote the business within industry.

LEADERSHIP

·        Create an environment where all team members are encouraged to contribute.

·        Sets objectives and measurable goals and remain motivated to achieve them.

·        Acts as a leadership role model for JLL by embracing JLL’s Values at all time, these being Teamwork, Ethics & Excellence.

·        Share knowledge and participate in feedback sessions where possible.

PERSONAL EFFECTIVENESS

·        Set stretch targets for self, and rigorously monitor and manage individual performance.

·        Participate in the development of plans for team operations

·        Seek advice and collaborate with other senior staff in exploring solutions to problems and areas of risk that arise.

·        Delegate to others in the team in a logical and effective manner that empowers positive contribution.

·        Be prepared to make tough decisions that resolve problems or improve operations.

RELATIONSHIP BUILDING

·        Promote open, constructive, and collaborative relations with superiors, subordinates, peers, and clients.

·        Gain respect of JLL people, clients, and where appropriate with the broader business community.

COMMUNICATION

·        Be receptive to plans and performance feedback.

·        Maintain positive lines of communication with clients and other stakeholders.

·        Listens effectively and communicates through actions and example.

·        Participate in the analysing of completed projects to promote successes and lessons learnt, including case studies to the greater business.

Key skills

·        Confidently assist in managing project delivery from inception to closure.

·        Proficiency in the use of Microsoft Office Suite, SharePoint, Microsoft Project, and experienced in managing cost reporting systems.

·        Understand the legal environment for each project in respect of planning, commercial aspects, and delivery constraints.

·        Be able to assist in carrying out commercial negotiations with contractors, suppliers, consultants, and authorities within established limits of authority.

·        Understand our obligations for complying with ISO14001, ISO45001, ISO9001 and Environmental Health and Safety legislation generally.

·        Assist in maintaining accreditations where applicable.

·        Ability to assess clients’ basic needs and project constraints.

·        Ability to assist in the commercial assessment of new projects.

·        Have a detailed understanding of different delivery methods. I.e., Project Management, Construction Management, Managing Contractor and Warranted Price, Lump Sum etc.

·        Ability to assist in the preparation of project proposals and the delivery of presentations that may be required as part of securing new work.

Employee specification

·        A degree in a relevant Project or Construction Management related discipline or related field and three (3) years’ experience or a combination of formal education and experience in excess of eight (8) years, three of which must be related to Design, Construction, or Project Management. Having relevant experience in the field of manufacturing and semi-conductor industry is a plus and will be considered during ass