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
What this job involves:
- The Specialist provides end-to-end sourcing and procurement support across JLL's APAC Sourcing & Procurement function — spanning strategic sourcing, RFx execution, vendor compliance, contract administration, vendor data management, and reporting for facilities management services across commercial and retail client portfolios. This role combines hands-on tender leadership with rigorous analytical and documentation support, acting as an extension of the onshore team across multiple markets and time zones.
Key Responsibilities:
Strategic Sourcing, Tender & RFx Management ·
- Lead and execute end-to-end tender/RFx processes (RFI, RFQ, RFP) through Jaggaer for FM service categories including cleaning, security, maintenance, MEF, waste management, and specialized trades·
- Develop tender documentation including scope of works, specifications, evaluation criteria, and commercial terms·
- Distribute tender documents to vendor lists and manage supplier communications using standard protocols·
- Track vendor responses, chase submissions, and maintain response-rate dashboards·
- Conduct market research and analysis — including desktop research, industry benchmarking, and market trend tracking — to inform sourcing strategies and supplier selection·
- Compile vendor submissions into standardized comparison matrices, pricing summaries, and commercial recommendations·
- Manage tender/RFx timelines, milestone tracking, and structured evaluation frameworks·
- Coordinate tender briefings, site visits, and supplier Q&A sessions·
- Support award communications and supplier debriefs with constructive feedback·
- Support feasibility studies by compiling data inputs for financial modelling
Vendor Compliance & Risk Management·
- Manage vendor compliance programs including insurance, licensing, HSSE, modern slavery, and regulatory requirements across APAC markets·
- Conduct annual vendor compliance audits, quarterly high-risk vendor reviews, and vendor profile completeness audits, flagging missing documentation or expired certifications·
- Perform proactive monthly monitoring of insurances expiring within 3 months, chase renewals, and update systems (e.g. Corrigo)·
- Verify Public & Product Liability coverage (minimum $20M) and Workers' Compensation compliance·
- Manage labour hire licences, specialist trade licences, and industry certifications with centralized tracking·
- Monitor Aravo questionnaire completion and HSSE documentation·
- Conduct supplier due diligence including financial viability assessments, reference checks, and capability evaluations·
- Maintain vendor risk scoring models and escalate critical compliance issues promptly·
- Process vendor registration requests in Jaggaer and Aravo, coordinating with compliance teams·
- Track vendor prequalification status and coordinate missing documentation collection
Vendor Onboarding, Data & Performance Management·
- Manage vendor onboarding during transitions and BAU operations, including Jaggaer setup, Aravo registration, and compliance documentation·
- Create project codes, client registrations, and user access provisioning·
- Maintain vendor master data accuracy across procurement platforms (contact details, capabilities, certifications)·
- Generate vendor performance data extracts from multiple systems for analysis·
- Create vendor shortlisting matrices based on qualification criteria·
- Produce quarterly supplier performance scorecards across quality, service delivery, compliance, safety, and commercial metrics·
- Conduct vendor performance analysis and prepare materials for business reviews·
- Manage annual rate card reviews and adjustments aligned with market conditions·
- Resolve vendor escalations within defined SLAs (24-48 hours for critical issues)·
- Support supplier development initiatives by maintaining training records and capability assessment data·
- Maintain positive supplier relationships through professional communication and issue resolution
Contract Administration·
- Upload and maintain contracts in Jaggaer with accurate metadata and milestone tracking·
- Support the processing of contract amendments, extensions, and variations, escalating for approval as required·
- Maintain contract registers and renewal calendars with automated alerts (90/60/30-day notifications)·
- Monitor contract performance, track KPIs, and ensure compliance with terms·
- Support contract negotiation activities and document contract outcomes·
- Maintain contract template libraries and standard clause repositories·
- Ensure version control, document quality, and audit trail integrity
Documentation, Reporting & Process Improvement·
- Prepare RFx documentation packages including scope matrices, pricing templates, and evaluation criteria·
- Maintain sourcing project trackers with milestones, deliverables, and stakeholder action items·
- Generate procurement reports including spend analysis, savings tracking, vendor performance summaries, RFx pipeline, and compliance dashboards·
- Maintain organized filing systems, knowledge repositories, and data quality across all platforms (Jaggaer, Aravo, Corrigo)·
- Create standardized presentation materials summarizing vendor responses for review meetings·
- Compile lessons learned documentation from completed sourcing projects· Respond to internal procurement requests within defined SLAs·
- Support invoice processing queries and financial administration coordination· Develop and maintain SOPs, process documentation, workflow diagrams, and training materials·
- Identify process automation and efficiency improvement opportunities; document manual process bottlenecks·
- Create and maintain vendor trackers for multiple countries using standard templates·
- Perform data quality checks and system integrity audits·
- Maintain a sourcing knowledge base with FAQs, best practices, and troubleshooting guides
Stakeholder Collaboration·
- Provide expert advice to the APAC S&P team on procurement strategies, market intelligence, and supplier capabilities·
- Prepare high-quality meeting materials, presentations, and briefing papers· Communicate sourcing decisions, risks, and recommendations clearly to stakeholders at all levels·
- Coordinate vendor meetings and quarterly business reviews·
- Maintain proactive communication with onshore teams and respond promptly to requests·
- Build trusted advisor relationships through consistent delivery and professionalism
Performance objectives
Key Performance Indicators:
● Sourcing & RFx Execution: Complete tenders/RFx on time with 5-15% cost savings where applicable; ≥95% on-time completion with ≥90% vendor response rates; zero material documentation errors
● Compliance: 100% compliance on annual audits; ≥95% insurance/license renewal before expiry; zero critical breaches; 100% adherence to data security protocols and template standards
● Operational Efficiency: Process COIs within 48-72 hours; process vendor registrations within 48-hour SLA with zero missing documentation; respond to requests within 4 business hours with ≥95% SLA adherence
● Vendor Performance: Deliver quarterly scorecards within 10 business days; maintain ≥85% supplier satisfaction
● Quality & Accuracy: Maintain ≥98% data accuracy across all systems, vendor compilations, and pricing matrices
● Reporting Timeliness: 100% on-time delivery of scheduled reports
● Stakeholder Satisfaction: Achieve ≥4.5/5 rating in feedback surveys through responsive service delivery
● Process Improvement: Identify a minimum of 3 documented process improvements annually with measurable efficiency gains
Key skills
Core Competencies
· Commercial acumen: cost modeling, pricing analysis, financial evaluation, total cost of ownership
· Analytical thinking: interpret complex data, identify trends, generate actionable insights
· Contract negotiation support: contribute to favorable commercial outcomes while m