Impress employers and recruiters.
Choose from hundreds of resume examples.

Target Resume Now

Tailor your resume to this Projects Administrator role.

Rezi rewrites your resume against JLL's job description. Free.

Resume score gauge reading 58 out of 100

Don't guess if your resume is good enough.

See how it scores against the Projects Administrator posting at JLL — free, in seconds.

About the Role

The Project Administrator provides essential operational support to the Project Management and onsite Facility Management teams, ensuring projects run smoothly through administrative coordination, vendor management, financial support, and stakeholder communication. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities

Provide superior customer service to meet on-site client’s expectations.
Support procurement activities including drafting RFPs, ATPs, RFQs, and QERs, covering sourcing, vendor selection, and purchase order creation.
Manage vendor registration, ensuring required documentation, certifications, and compliance are obtained and maintained.
Oversee vendor onboarding and serve as primary vendor contact.
Support project management and onsite FM team with financial administration by tracking budgets, monitoring expenditures, and reconciling project costs against approved budgets.
Process and verify invoices for accuracy, proper coding, and authorization before submission for payment.
Coordinate with Onsite FM team, Project Management teams and finance teams to resolve billing discrepancies and ensure timely payment processing.
Issue Purchase Orders through the JLL Corrigo and JDE systems.
Work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules.
Maintain robust project documentation including contracts, agreements, correspondence, and meeting minutes.
Establish and manage filing systems (physical and digital) to ensure easy retrieval of project information.
Assist with Preparation of reports and briefing materials for project meetings and stakeholder updates.
Manage and version control project-related technical documents including design drawings, specifications, and technical proposals.
Maintain quality-related documents including monthly reports, QA checklists, punch lists, and closing reports.
Assist and support to develop and maintain project schedules, tracking milestones, deliverables.
Assist to Coordinate activities ensuring alignment between teams and timely completion of interdependent tasks.
Monitor project progress against established timelines and proactively identify potential delays or conflicts.
Facilitate project status meetings and distribute meeting agendas, notes, and action item trackers.
Create, process, and track project-related work orders from initiation through completion.
Coordinate with Project Management and Facility Management teams and external contractors to ensure work orders are properly scoped, approved, and executed.
Monitor work order status and follow up on outstanding items to prevent project delays.
Support and assist communication liaison between project teams, clients, vendors, and internal departments.
Assist in preparation and distribution of regular project updates, status reports to keep stakeholders informed.
Respond to stakeholder inquiries promptly and professionally, escalating complex issues to appropriate project leadership.
Provide support to ensure project activities comply with company policies, contractual requirements, and relevant regulations.
Maintain and manage insurance certificates, safe work permits, NDAs.
Monitor and track project-related contract obligations, key milestones, and expiration dates to ensure timely renewals and compliance.
Assist identification, documentation, and implementation of mitigation measures for project risks.
Achieve Key Performance Indicators and Service Level Agreement targets.

Requirements

Solid problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively.
Native Japanese - Business level English, written and spoken.
Ability to effectively deal with busy situations.
Ability to work independently.
Self-motivated, confident and energetic.
Flexible – able to adapt to rapidly changing situations.
Goal-oriented – able to focus on meeting all performance targets.
Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also, an active listener.
Honesty and trustworthiness.
Firm First Mindset: Collaborate effectively with others to meet targets and support team needs.
Firm First Mindset: Adapt quickly to changing situations and requirements.
Firm First Mindset: Strong organizational skills with ability to manage multiple priorities while maintaining attention to detail.
Firm First Mindset: Committed to accurate execution while adhering firm procedures and standards.
Personal Attributes: Self-motivated and able to work independently with minimal supervision while also functioning effectively as part of a team.
Personal Attributes: Adaptable and flexible with ability to adjust to changing priorities and project requirements.
Personal Attributes: Diplomatic and professional demeanour with strong customer service orientation.
Personal Attributes: Results-oriented with commitment to delivering quality outcomes within established timeframes.
Client Focus & Relationship Management: Able to interact with all levels of DFAT, diplomatic staff, compound residents and vendors confidently and with ease.
Client Focus & Relationship Management: Demonstrates ability to work with vendors to deliver efficient services.
Client Focus & Relationship Management: Demonstrates proactive & professional approach to customer service.
Client Focus & Relationship Management: Has a customer-oriented attitude.
Project Management & Organisational Skills: Proven ability to manage multiple and complex operational matters daily.
Project Management & Organisational Skills: Demonstrates ability to prioritise and manage the completion of tasks in an efficient and timely manner.
Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and police checks).
Experience in Administration, Project Management, construction related field, or equivalent combination of education and experience.
2-4 years of administrative or project coordination experience.
Practical experience in a project-intensive environment would be an advantage.
Proficiency in Microsoft Office Suite (particularly Excel, Word, PowerPoint).
A good understanding of procurement processes, financial management principles, and contract administration.
Familiarity with JLL systems of work such Corrigo Work Order Management, Aravo vendor Management and Uniform procurement management would be an advantage.
Some weekend work may be required to accommodate project works that can only be carried out on weekends to avoid disruption to client operations.
Successful applicants will also be required to obtain security clearance which may include a “no criminal record history” statement from local Japanese Police.

Skills

Japanese (Native)
English (Business level)
Microsoft Office Suite (Excel, Word, PowerPoint)
Procurement processes
Financial management principles
Contract administration
Corrigo Work Order Management
Aravo vendor Management
Uniform procurement management

Location

On-site – Tokyo, Japan

Work Type

Full-time
On-site

Experience Level

2-4 years of administrative or project coordination experience

Education Level

Associate or bachelor’s degree from an accredited institution in Business, Architecture, Engineering, or Construction Management would be an advantage.

About the Company

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.
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services.
We take our responsibility to protect the personal information provided to us seriously.
Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process.
We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons.
We will then delete it safely and securely.
For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
For additional details please see our career site pages for each country.

Equal Opportunity

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.
If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com.
This email is only to request an accommodation.
Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.