Project Support Officer

We are seeking a highly organized and detail-oriented Project Support Officer to work remotely and provide administrative support to an Australia-based Program Manager. This role requires basic knowledge in project management, as well as some understanding of business finance functions. The successful candidate will play a critical role in coordinating and assisting various projects under the program's umbrella.

A degree in a relevant Project or Construction Management related discipline or related field (BS Architecture or BS Civil Engineering) and three (3) years experience is preferred.

As Project Support Officer (PSO) you will be expected to contribute independently to the tasks below. This means as an PSO, you demonstrate some familiarity with the subject matter and are able to produce these deliverables with guidance from the PMO lead. As the PSO you are expected to take responsibility for the effective management of specific deliverables focussed on supporting project delivery teams. The role requires close coordination and communication with project delivery teams.

A focus on application of robust governance and administration of a broad range or project deliverables is required, providing support to project delivery teams on defined and ad hoc project administrative tasks as required.

• Provide administrative support: The Project Support Officer will help the Program Manager with various program tasks. This includes document management, scheduling, and other general administrative duties.
• Update scope of works lists: It will be the responsibility of the Project Support Officer to keep the scope of works lists for different projectsunder the program up to date. Effective coordination with the respective Project Managers reporting to the Program Manager is essential.
• Align scope of works lists with financial trackers: The Project Support Officer will work closely with the PMO to review and maintain of works lists ensuring alignment with their respective projects financial trackers. This will involve checking financial reports and cross-referencing them with project scopes.
• Data entry and financial tracking: The Project Support Officer will be responsible for accurately inputting financial data into JLL's proprietary project management application, AdaptiveWork. They will be required to keep the Budget page of AdaptiveWork up to date and follow up on necessary data and updates from the Project Managers.
  
  

A SUCCESSFUL PROJECT

• Within each project, follow the organisation structure for reporting, communication and working procedures.
• Take a proactive role in assisting the project delivery teams to deliver a successful project (s).
• Work with the project team to achieve the best possible performance from all members.
• Assist in the production of detailed monthly reports for projects covering, safety, environment, program, resources, budgets, risk and profitability
• Implement an appropriate quality control system.
• Identify, mitigate and report on project risks to ensure the delivery of projects on time and under budget.
  
  

LEADERSHIP

• Create an environment where all team members are encouraged to contribute.
• Sets objectives and measurable goals and remain motivated to achieve them.
• Embrace JLL's Values at all time, these being Teamwork, Ethics & Excellence.
• Share knowledge and participate in feedback sessions where possible.
  
  

PERSONAL EFFECTIVENESS

• Monitors and manages individual performance.
• Proactively engage with project delivery teams to drive outcomes
• Participates 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.
• Be prepared to make tough decisions that resolve problems or improve operations.
  
  

RELATIONSHIP BUILDING

• Promote open, constructive and collaborative relations with all stakeholders
• Gains respect of JLL's 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

• Critical thinking: The ability to analyze information, solve problems, and make informed decisions is crucial for this role.
• Logical thinking: The Project Support Officer must be able to think logically and identify patterns or relationships in financial reports and scope of works lists.
• Organized: Excellent organizational skills are essential to effectively manage multiple projects and tasks simultaneously.
• Attention to detail: The Project Support Officer must have a strong eye for detail to ensure accurate data entry and thorough review of project documentation.
• Team player: Collaboration and effective communication skills are essential for working harmoniously with the Program Manager, Project Managers, and other team members.
• Proficiency in Microsoft Excel: The PSO must have intermediate to advanced knowledge of Microsoft Excel. They should be able to utilize pivot tables, LOOKUP functions, and other Excel functions necessary to compare data sets across multiple tables.
• Familiarity with other Microsoft 365 applications: The PSO should have a working knowledge of Word, PowerPoint, and OneNote for general administrative tasks.