Assistant Manager - Program Coordination

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The AM Program Coordinator drives the planning, coordination, and execution of facility management programs across designated city sites within JLL’s India Portfolio. This role serves as the central hub for cross-functional coordination — connecting Facility Managers, City Leads, central teams, vendors, and client stakeholders to ensure programs are delivered on time, within budget, and to the highest quality standards.

Acting as a force multiplier for the operations team, the City Program Lead ensures seamless program rollouts, tracks milestones with precision, and proactively mitigates risks to protect delivery outcomes. The role demands a data-driven, digital-first approach to program delivery, with a strong focus on client satisfaction, SLA adherence, and continuous improvement.

This is an ideal opportunity for a program professional looking to build deep expertise in IFM program delivery and grow into city-level or regional program management leadership.

KEY RESPONSIBILITIES

1. Program Planning & Coordination

• 1.Develop and maintain comprehensive program plans, work breakdown structures (WBS), and RACI matrices for all city-level program rollouts.
• 2.Define program objectives, scope, deliverables, milestones, and success criteria in alignment with client requirements and global JLL standards and frameworks.
• 3.Coordinate city-level program governance including stage-gate reviews, steering committee meetings, and program kick-off sessions.
• 4.Track program milestones, interdependencies, and critical path activities; proactively flag deviations and implement corrective actions.
• 5. Support mobilization and transition programs for new site onboarding, expansions, and facility handovers.
• 6. Maintain a structured program risk register; identify, assess, and escalate risks with recommended mitigation strategies.
• 7. Manage change control processes to assess and document scope changes and their impact on cost, timeline, and quality.
• 8. Drive resource planning and allocation across city sites to ensure optimal utilization and program coverage.

2. Stakeholder Communication & Management

• 1. Serve as the primary program communication lead across Facility Managers, City Leads, central teams, and client representatives.
• 2. Develop and execute a structured stakeholder communication plan with defined meeting cadences, escalation protocols, and reporting timelines.
• 3. Facilitate cross-functional alignment meetings to ensure program deliverables are clearly understood and consistently executed.
• 4. Maintain a program escalation matrix; resolve issues within defined SLA timelines and escalate unresolved blockers to senior leadership.
• 5.Proactively surface risks, delays, and blockers with data-backed root cause analysis and recommended resolution paths.
• 6.Build and sustain strong working relationships with Third-Party Service Partners (TPSPs) and client stakeholders throughout the program lifecycle.
• 7. Prepare and present Monthly Business Reviews (MBRs) and contribute to Quarterly Business Reviews (QBRs) with program delivery insights.
• 8. Coordinate client satisfaction surveys and feedback mechanisms to drive service improvement initiatives.

3. Budget & Procurement Coordination

• 1. Track program budgets, monitor spend vs. forecast on a regular basis, and flag variances with corrective recommendations to the India Ops Manager.
• 2. Coordinate procurement of materials, services, and vendor engagement in alignment with JLL and client procurement policies.
• 3. Ensure accurate and timely processing of invoices, purchase orders, and contract-related documentation across all active programs.
• 4. Support cost benchmarking and value engineering initiatives during program execution to optimize delivery costs.
• 5. Maintain a centralized budget tracker with real-time visibility into committed costs, actuals, and remaining budget per program.
• 6. Coordinate with Finance and Contracts teams to ensure budget approvals, SOW reviews, and PO releases are completed without program delays.
• 7. Track and report cost savings and cost avoidance achieved through program optimization and value engineering.
• 8. Manage vendor performance scorecards and conduct periodic vendor reviews to ensure service quality and contractual compliance.

4. Documentation & Reporting

• 1. Develop and maintain program dashboards with real-time status on milestones, budgets, risks, and resource utilization for leadership review.
• 2. Prepare executive-ready status reports, QBR inputs, and presentations with data-driven insights on program health and delivery outcomes.
• 3.Maintain a centralized program document repository ensuring version control, audit readiness, and structured knowledge management.
• 4.Conduct post-program reviews and capture structured lessons learned to drive continuous improvement across future program rollouts.
• 5.Ensure all program documentation — plans, logs, MOMs, approvals, and closure reports — is current, accurate, and audit-ready at all times.
• 6. Populate and maintain program management systems, databases, and tracking tools as required by central teams and client requirements.
• 7. Ensure compliance with JLL’s global documentation standards, templates, and reporting frameworks.
• 8. Leverage digital dashboards and automated reporting tools to enhance reporting accuracy and reduce manual effort.

5. Process & Quality Management

• 1. Implement and maintain program delivery processes, workflows, and Standard Operating Procedures (SOPs) for consistent city-level execution.
• 2. Drive continuous improvement to enhance program delivery efficiency and reduce operational waste.
• 3. Conduct periodic quality reviews and milestone audits to verify program outputs meet client expectations and industry benchmarks.
• 4. Leverage technology and automation tools to streamline program workflows, reduce manual interventions, and improve data accuracy.
• 5. Lead root cause analysis on program deviations with documented corrective actions and preventive measures for future programs.
• 6. Support client audits and ensure audit readiness across all active programs.
• 7.Benchmark program delivery performance against industry best practices and JLL global standards.

6. Compliance & Sustainability

• 1. Maintain current working knowledge of Indian labor laws, building codes, IS standards, and applicable industry regulations.
• 2. Ensure safety protocols are embedded in all program delivery activities; maintain documented safety plans and training records for site teams.
• 3.Maintain audit-ready documentation for all regulatory, statutory, and compliance requirements across active and completed programs.
• 4.Drive sustainability initiatives including energy efficiency programs, waste management, and green building certification support (LEED, IGBC, WELL).
• 5. Support ESG (Environmental, Social, Governance) reporting and data collection for program-level sustainability metrics.
• 6. Coordinate incident reporting and investigation processes; ensure timely closure of corrective and preventive actions.
• 7. Ensure compliance with EHS (Environment, Health & Safety) standards and conduct periodic safety audits across program sites.

7. Strategic Planning & Technology Adoption

• 1. Contribute to city-level strategic planning and business development initiatives by providing program delivery data and operational insights.
• 2.Drive adoption of program management tools (MS Project, Smartsheet, or equivalent) across the city team for standardized delivery practices.
• 3.Contribute to Quarterly Business Reviews (QBRs) with data-backed program performance insights and forward-looking improvement roadmaps.
• 4.Support capability building within the city operations team on program delivery standards, digital tools, and IFM best practices.
• 5. Lead innovation initiatives including pilot programs for new technologies and process improvements.
• 6. Drive adoption of CAFM/IWMS systems for integrated facility and program data management.

 QUALIFICATIONS

Education & Experience

• 1. Bachelor’s degree in Business Administration, Project Management, Engineering, Facilities Management, or a related field.
• 2. 4–6 years of experience in program or project coordination within facilities management, corporate real estate, or professional services in India.
• 3.Proven track record coordinating multi-site program rollouts, transitions, or mobilizations in an IFM or real estate environment.
• 4.Strong understanding of IFM operations, hard services, soft services, and support functions delivery in a corporate setting.
• 5. Demonstrated experience in budget tracking, variance reporting, procurement coordination, and vendor engagement.
• 6. Working knowledge of the Indian regulatory landscape including applicable EHS laws, labor regulations, and building codes.

Technical Skills

• 1.Advanced proficiency in Microsoft Office Suite; strong capability in Excel-based data tracking, reporting, and dashboards.
• 2. Hands-on experience with project management tools such as MS Project, Smartsheet, Asana, or equivalent platforms.
• 3.Familiarity with operational dashboards, reporting tools, and data visualization techniques (Power BI, Tableau, or equivalent) for executive and client reporting.
• 4. Experience with document management systems and collaboration platforms (SharePoint, MS Teams, or equivalent).
• 5. Working knowledge of CAFM/IWMS platforms (e.g., Corrigo, Planon, Archibus) is an advantage.

Soft Skills

• 1. Strong leadership and team coordination abilities with the capacity to influence without direct authority.
• 2. Excellent verbal and written communication skills with the ability to present to senior leadership and client stakeholders.
• 3. Proactive problem-solving mindset with strong analytical and critical thinking capabilities.
• 4.High adaptability and resilience in a fast-paced, multi-stakeholder environment.

• 5.Strong conflict resolution and negotiation skills.

• 6. Ability to work under pressure and manage multiple priorities with attention to detail.

Preferred Qualifications

• 1. MBA or Master’s degree in Operations Management, Project Management, Facilities Management, or a related discipline.
• 2. PMP, PRINCE2, or CAPM certification.
• 3. Prior experience at a multinational IFM firm.
• 4. Familiarity with smart building technologies, BMS/BAS systems, and IoT applications in facility program delivery.
• 5. Lean/Six Sigma Green Belt or equivalent process improvement certification.
• 6. IFMA (International Facility Management Association) certification.
• 7. WELL AP / LEED AP certification for sustainability alignment.

Location:

On-site –Bengaluru, KA

Scheduled Weekly Hours:

48

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

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