Business Support, Administrative Assistant

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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 peopleand 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.

Position Summary

The Administrative Assistant provides administrative, documentation, coordination, and customer service support to the Building Management Office. The role assists in maintaining accurate records, coordinating with tenants and service providers, processing building-related documents, and supporting the day-to-day operations of the office building.

Key Responsibilities

• Provide administrative and clerical support to the Property/Building Manager and Engineering Team.
• Receive, prepare, file, and maintain building documents, reports, correspondence, permits, contracts, and records.
• Assist in preparing memoranda, circulars, notices, meeting minutes, reports, and presentations.
• Maintain and update tenant, contractor, supplier, and service provider records.
• Receive and properly endorse tenant requests, complaints, and concerns to the appropriate Building Management personnel.
• Coordinate with tenants regarding building announcements, scheduled activities, preventive maintenance, shutdowns, inspections, and other operational matters.
• Process and monitor work permits, gate passes, access requests, delivery permits, move-in/move-out requests, and contractor documentation.
• Assist in monitoring service provider requirements, contracts, billing documents, attendance, and performance records.
• Prepare purchase requests, requests for quotation, canvass sheets, purchase orders, and other procurement-related documentation as required.
• Assist in monitoring utilities, maintenance expenses, operating expenses, and other building-related administrative records.
• Maintain an organized filing system for both physical and electronic documents.
• Monitor office supplies and coordinate replenishment as necessary.
• Assist in scheduling meetings, inspections, preventive maintenance activities, and other building-related appointments.
• Coordinate with Security, Housekeeping, Engineering, Parking, and other service providers regarding daily operational requirements.
• Assist in maintaining tenant and visitor information and ensure proper handling of confidential documents.
• Support emergency preparedness activities, drills, building events, and tenant engagement programs.
• Perform other administrative and operational duties that may be assigned by the Property/Building Manager.

Location:

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'repursuing.

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Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may email us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page I want to work for JLL.