Specialist – Sourcing & Procurement

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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.

Duties & responsibilities

What this job involves:

The Sourcing Support Specialist provides analytical, administrative, and coordination support for strategic sourcing activities through non-client-strategic functions. This offshore role focuses on RFx execution, vendor data analysis, market research compilation, and sourcing documentation management that enhance operational efficiency while supporting onshore commercial decision-makers.

Key Responsibilities :

RFx Execution & Vendor Coordination

· Execute end-to-end RFx processes using standardized templates in Jaggaer platform (RFI, RFQ, RFP)

· Distribute tender documents to pre-approved vendor lists using standard communication protocols

· Track vendor responses, chase submissions using templated reminders, and maintain response rate dashboards

· Conduct preliminary vendor data validation ensuring completeness against defined checklists

· Compile vendor submissions into standardized comparison matrices and pricing summaries

· Manage RFx timelines, milestone tracking, and status reporting to onshore sourcing teams

· Upload finalized RFx documentation to procurement platforms with proper version control

Market Research & Data Compilation

· Conduct desktop market research on vendor capabilities, service offerings, and market presence (non-strategic)

· Compile industry benchmarking data from public sources and subscription databases

· Extract and normalize vendor pricing data for preliminary comparison analysis

· Maintain category-specific vendor databases with capabilities, certifications, and contact information

· Track market trends data points as directed by onshore specialists (pricing movements, new entrants, technology developments)

· Prepare market research summary reports using standardized templates

· Support feasibility studies by compiling data inputs for onshore financial modelling

Vendor Data Management & Analysis

· Maintain vendor master data accuracy across procurement platforms (contact details, capabilities, certifications)

· Conduct vendor profile completeness audits, identifying missing documentation or expired certifications

· Process vendor registration requests in Jaggaer and Aravo, coordinating with compliance teams

· Generate vendor performance data extracts from multiple systems for onshore analysis

· Create vendor shortlisting matrices based on pre-defined qualification criteria provided by onshore teams

· Track vendor prequalification status and coordinate missing documentation collection

· Support supplier development initiatives by maintaining training records and capability assessment data

Sourcing Documentation & Reporting

· Prepare RFx documentation packages including scope matrices, pricing templates, and evaluation criteria (using onshore-provided inputs)

· Maintain sourcing project trackers with milestones, deliverables, and stakeholder action items

· Generate weekly/monthly sourcing activity reports showing RFx pipeline, completion rates, and vendor engagement metrics

· Create standardized presentation materials summarizing vendor responses for onshore review meetings

· Compile lessons learned documentation from completed sourcing projects

· Maintain sourcing template libraries with version control and approval workflows

· Organize and archive sourcing project files ensuring compliance with retention policies

Process Improvement & Standardization

· Develop and maintain sourcing process documentation including SOPs, workflow diagrams, and training guides

· Create and update RFx template libraries for different service categories

· Identify automation opportunities in sourcing workflows and document manual process bottlenecks

· Support sourcing platform optimization by testing new features and documenting user feedback

· Maintain sourcing knowledge base with FAQs, best practices, and troubleshooting guides

· Participate in continuous improvement initiatives documenting efficiency gains and quality improvements

Data Handling Protocols

· Prohibited activities: Sharing sourcing strategies across clients, discussing commercial terms with vendors, making commitments on scope or pricing

Stakeholder Collaboration

· Provide expert advice to Australian S&P team on procurement strategies, market intelligence, and supplier capabilities

· Prepare high-quality meeting materials, presentations, and briefing papers

· Communicate sourcing decisions, risks, and recommendations clearly to stakeholders at all levels

· Coordinate vendor meetings and quarterly business reviews

· Maintain proactive communication with onshore team and respond promptly to requests

· Build trusted advisor relationships through consistent delivery and professionalism

Performance objectives

Key Performance Indicators:

Achieve ≥95% on-time completion of RFx projects within defined timelines with complete documentation

Maintain ≥90% vendor response rates through proactive engagement and chase processes

Ensure ≥98% data accuracy in vendor compilations, pricing matrices, and market research outputs

Deliver 100% of scheduled reports on time with complete and accurate information

Process vendor registrations within 48-hour SLA with zero missing required documentation

Achieve ≥4.5/5 stakeholder satisfaction from onshore sourcing teams on quality and responsiveness

Maintain 100% compliance with data security protocols and template usage standards

Identify minimum 3 process improvements annually with measurable efficiency gains

RFx Execution : 95% on-time completion with ≥90% vendor response rates

Data Quality : ≥98% accuracy in vendor compilations and pricing matrices

Reporting Timeliness : 100% on-time delivery of scheduled reports

Response Time : 95% of queries answered within 4 business hours

Stakeholder Satisfaction : ≥4.5/5 average from onshore sourcing teams

Compliance : 100% adherence to security protocols and template standards

Process Improvement : Minimum 3 documented improvements annually with measurable impact

Key skills

Technical Skills

· Advanced Excel proficiency (pivot tables, VLOOKUP, data analysis, charting)

· Procurement platform experience (Jaggaer, Aravo, SAP Ariba preferred)

· Data compilation and normalization with attention to detail

· Market research capabilities using online databases and public sources

· Financial literacy to understand pricing structures and basic TCO concepts (non-modelling)

Communication & Coordination

· Strong written English for vendor correspondence and reporting

· Verbal English proficiency for team calls and stakeholder coordination

· Stakeholder management across multiple time zones

· Escalation judgment knowing when to involve onshore specialists

Organizational Skills

· Multi-project management handling multiple RFx processes simultaneously

· Deadline management with proactive communication on risks

· Documentation discipline maintaining organized file structures and version control

· Independent work capability in offshore environment with structured guidance

Sounds like you?

To apply, you need to have:

Required Experience

• •2-4 years' experience in procurement support, sourcing coordination, RFx management, or related analytical roles
• •Experience with tender/RFx processes including vendor engagement and response management
• •Demonstrated Excel and data analysis skills in procurement or busi