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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.

What this job involves:

The role supports procurement and vendor management operations through non-client-data administrative functions. This position focuses on vendor compliance management, security clearance coordination, contract administration, and process improvement initiatives that enhance operational efficiency while maintaining strict data security protocols.

Key responsibilities include:

Certificate of Insurance (COI) & Vendor Compliance

· Process BAU COI requests through PEGA (approx. 340+ annually).

· Manage VIP programme compliance for China, India, and Vietnam.

· Dedicated NSW Police proactive monitoring and reporting.

· Conduct annual vendor compliance audits across all APAC accounts.

· Perform quarterly compliance checks for high-risk vendors.

· Develop and maintain vendor risk scoring models.

· Collect insurance certificates using standardized processes across all accounts.

· Generate and escalate compliance exception reports.

· Maintain the vendor qualification database.

· Monthly check for vendors with insurance expiring within 3 months:

· Run Corrigo reports on expired insurances.

· Issue requests to vendors for updated certificates.

· Verify Public & Product Liability coverage (min. $20M) and state-specific Workers’ Compensation.

· Update Corrigo and DOSC tickets with certificate dates.

Manage licence compliance

· Labour hire licences for security and cleaning vendors – obtain, verify, log expiry centrally.

· Specialist licences (e.g., master locksmith, electrical, plumbing) – obtain, verify, log expiry centrally.

· Follow up on HSSE questionnaire completion in Jaggaer, including prequalification support.

· Monitor expanded compliance in Aravo, ensuring all questionnaires completed.

· Track ongoing compliance with insurances, licences, modern slavery requirements, police checks, and declaration of compliance.

· Manage regional compliance escalation processes for exception reporting and ensure remediation within defined SLAs

Contract Administration & Management

· Upload, configure, and maintain post-signature contracts in Jaggaer.

· Process amendments, updates, and terminations.

· Maintain accurate mapping of client incumbent vendor details in JLL’s regional vendor tracker.

· Create country-specific vendor trackers using standard templates.

· Coordinate with Country Procurement teams for timely data updates.

· Perform regular quality checks for vendor documentation integrity.

· Develop procurement process documentation.

· Manage contract clause library.

· Support Aravo integration ensuring vendor and contract data alignment and timely validation

Project Creation & Client Registration

· Create and manage project codes in Jaggaer.

· Conduct OVCID verification and client onboarding.

· Manage user access and provide Level 1 platform support.

· Vendor Code of Conduct certification management.

· Monitor supplier risk methods and develop/manage supplier risk tiering matrix.

· Conduct supplier qualification, financial viability assessments, legal searches, subcontracting reviews, and spot audits.

· Process new project setup and client registration requests within agreed SLAs (typically within 48 hours of receipt

Supplier Performance Management (SPM)

· Create and maintain quarterly supplier performance scorecards.

· Collect vendor feedback and measure satisfaction.

· Manage annual rate card updates and adjustments.

· Analyse vendor performance metrics and produce reports.

· Oversee vendor communication and relationship management.

· Implement escalation procedures for critical issues.

· Prepare vendor meeting materials.

· Maintain performance dashboards and reporting.

Transition Support & Onboarding

· Manage vendor onboarding during regional transitions.

· Launch and track Jaggaer RFIs, chase supplier responses, and produce compliance reports.

· Utilise structured 16-section questionnaires for vendor evaluation.

· Provide specific templates for China and expand to Japan/Korea markets.

· Ensure vendor onboarding packs are sent and completeness verified.

· Log new vendor registration requests in Aravo.

· Manage Aravo questionnaire completion during transitions.

· Provide onboarding support both for Transition projects and BAU vendor activities under the Aravo platform

Security Clearance Administration

· Track security clearance status and renewal requirements

· Maintain security clearance databases and reporting

· Support security compliance training coordination

Contract Administration

· Maintain contract registers and renewal calendars

· Process contract amendments and extensions (non-commercial terms)

· Support contract template development and standardisation

· Coordinate contract execution processes

· Manage contract document version control

· Create automated renewal notification systems with escalating reminders

· Develop contract performance monitoring frameworks and KPI tracking

· Establish contract risk assessment procedures for amendments and extensions

· Maintain detailed contract modification logs with approval workflow tracking

· Create contract template libraries with version control and approval matrices

· Administer and maintain procurement technology platforms (Jaggaer & Aravo)

Process Improvement & Data Management

· Develop and maintain procurement process documentation

· Create and update vendor management procedures

· Support dashboard development and maintenance

· Conduct data analysis on vendor performance metrics (non-client specific)

· Identify process automation opportunities

· Develop automated reporting capabilities to reduce manual data compilation

· Coordinate process automation and data integrations across Jaggaer, Corrigo, and Aravo to improve reporting accuracy and system alignment

Standardisation & Templates

· RFP/RFQ template development and maintenance

· Standard operating procedure documentation

· Contract clause library management

· Procurement forms and checklist creation

· Create vendor onboarding guides and compliance checklists

· Maintain procurement knowledge base and FAQ resources

Administrative Support

· Schedule and coordinate vendor meetings and reviews

· Prepare meeting materials and documentation

· Maintain procurement filing systems and archives

· Support procurement team with administrative tasks

· Generate standard reports and communications

Vendor Communication & Relationship Management

· Create vendor feedback collection systems and satisfaction measurement frameworks

· Develop escalation procedures for critical issues with clear response timeframes

Performance objectives

· Complete annual vendor compliance audits and insurance certificate collections within specified timeframes

· Maintain accuracy in vendor rate card adjustments and contract administration processes

· Support vendor security clearance applications to completion within standard processing timeframes

· Maintain vendor compliance and security clearance databases with high accuracy and no critical data gaps

· Process contract amendments and administrative changes within agreed timeframes

· Ensure compliance with contract documentation standards and provide timely renewal notifications

· Identify and implement process automation opportunities annually

· Maintain positive stakeholder satisfaction through regular feedback and communication

· Respond to internal requests within defined timeframes with minimal escalations

· Maintain compliance with all policies and adhere to data security protocols

· Achieve 100% compliance with annual vendor audits and quarterly high-risk vendor checks across all APAC accounts, with no overdue exceptions.

· Maintain ≥95% insurance and licence renewal completion for all vendors before policy/licence expiry.

· Ensure 100% accuracy and SLA adherence in COI processing, contract uploads, and vendor onboarding documentation.

· Deliver quarterly supplier performance scorecards and reporting within 10 business days post-period end, with complete and accurate data.

· Complete all transition onboarding tasks (Jaggaer RFI, Aravo questionnaires, vendor registration) within agreed timelines, achieving ≥95% completion rates.

Key skills

· Strong attention to detail and organisational skills

· Intermediate Excel and database management

· Understanding of contract principles and compliance requirements

· Excellent written and verbal communication skills

· Ability to manage multiple priorities and deadlines

· Process improvement mindset

· Experience with vendor management systems preferred

· COI processing accuracy and SLA compliance rates.

· Timeliness of vendor compliance audits and exception resolution.

· Vendor insurance and licence renewal completion before expiry dates.

· Accuracy of vendor qualification database and tracker updates.

· Service delivery performance against defined SLAs across all APAC functions.

· Completion rate of transition onboarding and Aravo questionnaire tasks.

· Supplier performance reporting and end-user satisfaction.

· Team KPI and SLA adherence rates.

· System data integrity and process documentation currency.

Employee specification

· 2+ years’ experience in contract administration, vendor management, or procurement support

· Experience with compliance management and documentation

· Understanding of security clearance processes (advantage)

· Ability to work independently in an offshore environment

· Strong English language skills

Location:

On-site –Taguig, Philippines

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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