Project Operations Specialist

About the role

As a Project Operations Specialist, you will serve as the single point of accountability for the financial and administrative execution of projects within PMWeb. You will process financial transactions—including budgets, commitments, change management, and invoices—while coordinating day‑to‑day project activities and providing leadership with clear, current portfolio performance insights. With strong financial acumen, attention to detail, and command of project management technology, you will bridge transaction‑level execution and program‑level oversight, helping streamline processes for the wider Project Coordinator team and ensuring data integrity and reporting accuracy across the account.

Responsibilities

• Own end‑to‑end financial transaction processing in PMWeb, including budgets, commitments, change orders, and progress invoices, from initiation through closeout.
• Track and resolve vendor invoice and payment issues, escalating stuck or rejected transactions to drive timely resolution.
• Create, review, and route commitments and change orders for vendor signature, verifying accuracy of legal entity, values, and remit‑to details before submission.
• Conduct regular data reviews of PMWeb records to catch discrepancies before they reach the client, and correct record gaps through the Data Integrity Dashboard.
• Produce and maintain standard operational reports and dashboards—including Closeout Tracker, Stales Tracker, Workflow Report, Milestone Tracker, and Aging Report—to drive follow‑up action and support visibility for internal and client stakeholders.
• Coordinate meetings, agendas, and action items, serving as the day‑to‑day financial and administrative liaison between JLL and the client.
• Onboard and support incoming team members, including training on financial workflows and platform use.
• Help build and refine tools, templates, and processes that make day‑to‑day work easier for the Project Coordinator team.
• Support project closeout activities and ensure compliance with client 90‑day closeout requirements.

Requirements

• 2+ years of relevant experience in project financial administration, project coordination, construction, or real estate support.
• Demonstrated proficiency with PMWeb or comparable project financial management systems.
• Strong written and verbal communication skills, with the ability to serve as a day‑to‑day liaison between internal teams and client stakeholders.
• Ability to work independently, manage competing priorities across a portfolio of projects, and meet assigned deadlines.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Teams, and Outlook.
• Strong attention to detail and a proactive, quality‑control mindset, with experience identifying and resolving data‑integrity issues.

Preferred Qualifications

• Bachelor’s degree in Accounting, Business, Architecture, Engineering, or Construction Management.
• Strategic and innovative mindset, comfortable challenging the status quo and recommending process improvements.
• Experience with system implementation or optimization projects.
• Detail‑oriented, organized, and self‑motivated, with an interest in commercial real estate and gaining broad experience across project delivery and operations.