Adjoint(e) administratif(ve) / Administrative Assistant

Jones Lang LaSalle Incorporated; Montreal (administrative region); On-site; CAD 40,000 - 56,000; Full time

Job summary

JLL Administrative Assistant position at Centre Eaton de Montréal, Place Montréal Trust & Le 1500, is an on-site role supporting specialty leasing operations by managing tenant inquiries, coordinating property viewings and ensuring seamless administrative processes. This role offers direct contribution to JLL's leasing success in a central Montréal location.

Fluency in French and English, strong organizational skills, and proficiency in Microsoft Office are essential.

Qualifications

• Diploma in secretarial studies or office administration; high school diploma acceptable
• Five or more years of secretarial or administrative experience
• Fluency in French and English (written and spoken) with strong business writing
• Proficiency in Microsoft Office Suite and Office 365
• Ability to multitask and manage multiple priorities in a dynamic environment
• Strong organizational and detail-oriented approach
• Ability to work under pressure and meet deadlines

Responsibilities

• Greet and assist visitors at the property administration office
• Support leasing team with daily operations, including preparing rental agreements
• Respond to calls and emails with details on availability, pricing, terms
• Coordinate and schedule property visits with tenants and team
• Prepare documents for tenant background checks and references
• Manage tenant files, data entry and report preparation
• Collaborate with other departments to coordinate leasing activities and support specialized leasing events

Skills

Bilingual French/English

Multitasking

Office 365

Microsoft Word

Excel

Education

High School Diploma or College DEC in Secretarial/Office Administration

Tools

Microsoft Office Suite

Office 365

Word

Excel

Job description

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 vous donne les moyens de façonner un avenir plus prometteur. Chez JLL, nos équipes façonnent l'avenir de l'immobilier afin de créer un monde meilleur en combinant des services de classe mondiale, du conseil stratégique et des solutions technologiques pour nos clients. Nous nous engageons à recruter les meilleurs talents et à leur offrir les moyens de s'épanouir, de développer des carrières significatives et de trouver leur place au sein de notre organisation. Que vous possédiez une solide expérience en immobilier commercial, dans les métiers spécialisés ou en technologie, ou que vous souhaitiez transposer votre expertise vers une nouvelle industrie, rejoignez notre équipe pour contribuer ensemble à façonner un avenir prometteur.

Adjoint(e) administratif(ve) – JLL

En quoi consiste ce poste : Rejoignez notre équipe passionnée du Centre Eaton de Montréal, Place Montréal Trust & Le 1500 dans un environnement dynamique et en constante évolution, situé au cœur du centre-ville de Montréal. En tant qu'adjoint(e) administratif(ve), vous jouerez un rôle essentiel dans le soutien de nos opérations de location spécialisée en gérant les demandes des locataires, en coordonnant les visites de propriétés et en assurant des processus administratifs fluides. Ce poste vous offre l'opportunité de contribuer directement au succès des locations de JLL tout en profitant des avantages de notre emplacement central avec accès direct à la station de métro McGill, au REM et à des événements et activités tout au long de l'année.

À quoi ressemblera votre quotidien :

• Accueillir et assister les visiteurs au bureau d'administration des propriétés, répondre à leurs questions et leur donner les directives nécessaires
• Soutenir l'équipe de location spécialisée dans les opérations quotidiennes, incluant la préparation des contrats de location, la collecte d'informations sur les locataires et l'organisation des visites
• Répondre avec précision et rapidité aux appels et courriels des locataires potentiels en fournissant des informations détaillées sur les disponibilités, les prix et les conditions de location
• Coordonner et planifier les visites de propriétés en collaboration avec les locataires potentiels et les membres de l'équipe
• Préparer la documentation pour les vérifications des antécédents des locataires, incluant les demandes de crédit et de références
• Effectuer des tâches administratives telles que la gestion des dossiers des locataires, la saisie de données et la préparation de rapports
• Collaborer avec les autres départements pour assurer une coordination efficace des activités de location et soutenir les événements de location spécialisés

Qualifications requises :

• Diplôme d'études secondaires ou diplôme d'études collégiales (DEC) en secrétariat ou bureautique
• Cinq années ou plus d'expérience en secrétariat ou en administration
• Maîtrise requise du français et de l'anglais* (écrit et parlé) avec de solides compétences en rédaction d'affaires
• Maîtrise de la suite Microsoft Office (Word et Excel) ainsi que d'Office 365
• Capacité démontrée à effectuer plusieurs tâches simultanément et à gérer diverses responsabilités dans un environnement dynamique
• Solides compétences en organisation et en priorisation avec une approche méthodique et axée sur les détails
• Capacité à performer sous pression et à respecter des délais serrés

Qualifications préférées :

• Joueur d'équipe extraverti avec de solides compétences interpersonnelles et en communication
• Expérience en gestion immobilière ou en administration de location
• Esprit d'initiative avec des capacités de résolution de problèmes
• Orientation service client avec attitude professionnelle
• Adaptabilité aux priorités changeantes dans un environnement de travail dynamique
• Interactions orales et/ou écrites avec des locataires ou partenaires externes basés à l’extérieur du Québec (par exemple, fournisseurs de services, cabinets d’avocats, pairs, banquiers, firmes de courtage, firmes d’analyse de crédit, agences de crédits, clientèle non-francophone, etc.)

Location :

On-site –Montreal, QC

Administrative Assistant – JLL

What this job involves: Join our passionate team at Centre Eaton de Montréal, Place Montréal Trust & Le 1500 in a dynamic, fast-paced environment located in the heart of downtown Montreal. As an Administrative Assistant, you will play a vital role in supporting our specialty leasing operations by managing tenant inquiries, coordinating property viewings, and ensuring seamless administrative processes. This position offers you the opportunity to contribute directly to JLL's leasing success while enjoying the benefits of our central location with direct access to McGill metro station, REM, and year-round events and activities.

What your day-to-day will look like:

• Greet and assist visitors at the property administration office, answering questions and providing directions to meet their needs
• Support the Specialty Leasing team with daily operations, including preparing rental agreements, gathering tenant information, and organizing property viewings
• Respond accurately and promptly to calls and emails from potential tenants, providing detailed information on availability, pricing, and rental terms
• Coordinate and schedule property visits in collaboration with prospective tenants and team members
• Prepare documentation for tenant background checks, including credit applications and reference requests
• Perform administrative tasks such as tenant file management, data entry, and report preparation
• Collaborate with other departments to ensure effective coordination of leasing activities and support specialized leasing events

Required Qualifications:

• High school diploma or College diploma (DEC) in secretarial studies or office automation
• Five or more years of experience in secretarial work or administration
• Fluency in both French and English (written and spoken)* with strong business writing skills
• Proficiency in Microsoft Office Suite (Word and Excel) and Office 365
• Proven ability to multitask and manage diverse responsibilities in a fast-paced environment
• Strong organizational and prioritization skills with a methodical, detail-oriented approach
• Ability to perform under pressure and meet tight deadlines

Preferred Qualifications:

• Outgoing team player with strong interpersonal and communication skills
• Experience in property management or leasing administration
• Self-starter with initiative and problem-solving abilities
• Customer service orientation with professional demeanor
• Adaptability to changing priorities in a dynamic work environment

Location:

On-site –Montreal, QC

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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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 [e-mail]. This email is only to request an accommodation.

At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.