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 business operations context
- Offshore/BPO experience with understanding of SLA-driven remote work environments (preferred)
Educational Background
- Bachelor's degree in Business, Commerce, Supply Chain, Procurement, or related field
- Procurement or sourcing coursework demonstrating foundational knowledge (preferred)
Industry Knowledge
- Exposure to facility management or IFM services (cleaning, security, maintenance, etc.) is advantageous but not mandatory
- Understanding of sourcing methodologies including competitive tendering, supplier evaluation, and category management principles (preferred)
Technical Requirements
- Proficiency in Microsoft Office Suite (Excel advanced, Word, PowerPoint, Outlook)
- Experience with e-sourcing platforms or ability to rapidly learn procurement technologies
- Database management fundamentals with understanding of data integrity principles
Professional Development
- Continuous learning mindset with willingness to develop procurement expertise
What we can do for you:
At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay, and benefits package.
Apply today!
