Workplace Experience Coordinator

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.

JLL Experience Services team members are "experts who create value through lasting partnerships." At JLL, our goal is to deliver consistent and high-quality workplace experiences for our clients and teams.

Job Location: Gurugram

Designation: Workplace Experience Coordinator

Educational Qualification: Graduate degree required, preferably in Commerce

Experience Required: 2-5 years of experience

Shift Timings: General Shift

8AM to 5PM, 9AM to 6PM , 10AM-7PM , 12PM to 9PM

Work Schedule: 6 Days/week

Specific Skills: Proficient in data analysis with core competencies in vendor management, price comparison analysis, numerical and data analytics, procurement pricing, and creating comparison spreadsheets.

Job Summary

The Procurement Operations Executive will support end-to-end procurement for workplace events, employee engagement programs, leadership visits, and office requirements. The role focuses on requirement validation, vendor coordination, quotation analysis, Purchase Order (PO) tracking, invoice support, budget reporting, and procurement compliance in partnership with the Workplace Experience (WEP), Procurement, and Finance teams.

Job Responsibilities

• Manage procurement requirements for workplace events, engagement programs, leadership visits, and office initiatives.
• Collect clear specifications, quantities, timelines, and budgets from internal stakeholders.
• Coordinate with approved vendors to obtain competitive quotations within defined timelines.
• Prepare commercial comparison statements and support vendor selection based on cost, quality, service, and compliance.
• Raise and track purchase requisitions and coordinate PO creation, approval, amendment, utilization, and closure.
• Validate quotations, POs, Statements of Work (SOWs), invoices, and supporting documents against approved scope and budget.
• Monitor event and operational spend, identify variances, and maintain accurate budget-utilization trackers.
• Coordinate vendor onboarding and ensure required due-diligence and compliance documents are complete.
• Follow up with vendors and internal teams for timely delivery, invoice submission, and payment processing.
• Maintain procurement records, approvals, quotations, POs, invoices, and closure documents for audit readiness.
• Prepare periodic MIS reports covering PO status, spend, savings, procurement turnaround time, and pending actions.
• Support cost optimization, vendor benchmarking, process standardization, and continuous improvement initiatives.
• Escalate procurement delays, documentation gaps, budget deviations, or policy non-compliance to the relevant stakeholders.
• Worked as back-up for WEP Ambassador for all day to day events and support

Key Deliverables

Quotation and commercial comparison tracker

Purchase requisition and PO status tracker

Budget utilization and variance report

Procurement savings and cost benchmark report

Vendor onboarding and compliance tracker

Invoice and payment follow-up tracker

Vendor performance scorecard

Monthly procurement MIS and leadership dashboard

Complete procurement documentation and audit-ready repository

Qualifications

• Bachelor's degree in commerce, Business Administration, Supply Chain, Facility Management, or related field.
• 2 to 5 years of experience in procurement operations, workplace services, facilities, or event procurement.
• Experience in quotation analysis, vendor coordination, PO management, invoice processing, and budget tracking.
• Good working knowledge of procurement policies, approval of workflows, commercial terms, and financial processes.
• Proficiency in Microsoft Excel trackers, MIS reports, cost comparisons, and data analysis; knowledge of Power BI is an advantage.
• Exposure to SAP, ServiceNow, or similar procurement/ERP systems is preferred.
• Strong analytical, organizational, communication, stakeholder management, and follow-up skills.
• Ability to manage multiple requirements, meet timelines, and work independently with attention to detail.

Key Competencies

• Procurement and commercial analysis
• Vendor and stakeholder coordination
• PO, invoice, and budget management
• MIS reporting and Excel proficiency
• Compliance and documentation control
• Cost optimization and problem-solving

Location:

Scheduled Weekly Hours:

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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