Facilities Operations Admin & Procurement Coordinator

Jones Lang LaSalle Incorporated; Markham; On-site; CAD 47,000 - 65,000; Full time

Benefits offered by this job

Discretionary bonuses

Job summary

Jones Lang LaSalle Incorporated in Markham, Ontario is seeking an Administrative Assistant for Facilities to support our client site operations. You will manage purchase orders, invoices, and TRIRIGA project tasks while coordinating with internal and external stakeholders.

The role requires an university diploma, strong Excel skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment. Onsite work with potential for process improvement and collaboration.

Qualifications

• University diploma or equivalent education.
• Proficiency in Microsoft Office Suite, with strong Excel skills for data management and analysis.
• Exceptional attention to detail with strong numerical accuracy and reconciliation capabilities.
• Excellent organizational and analytical abilities to manage multiple priorities effectively.
• Understanding of basic accounting principles and accruals processes.
• Proven ability to work collaboratively with diverse internal and external stakeholders.
• Strong communication skills for effective vendor and departmental coordination.

Responsibilities

• Create, review, and submit purchase order requests while tracking PO status and following up on outstanding orders to ensure timely procurement
• Verify receipt of goods and services, process goods receipt entries, and perform 3-way matching (invoice, PO, goods receipt) to resolve billing discrepancies
• Manage facility projects in the TRIRIGA system, preparing required documentation (FPP, single source, Epic forms, Smartsheet requests) and providing weekly status updates
• Assist with month-end close activities and PO accruals by participating in accrual meetings and reconciling accruals against purchase orders and goods received
• Support vendor onboarding, request quotes, follow up on invoice submissions, and review BTAP outstanding invoices to maintain vendor relationships
• Maintain document libraries with critical process documentation and ensure compliance with SLA and Master FM Agreements
• Provide backup support for mail centre operations, processing incoming/outgoing courier packages and assisting with client inquiries

Skills

Microsoft Office

Excel

Attention to detail

Organizational skills

Analytical skills

Communication skills

Collaboration

Accounting principles

Education

University diploma

Tools

TRIRIGA

Smartsheet

Epic forms

Job description

Jones Lang LaSalle Incorporated in Markham, Ontario is seeking an Administrative Assistant for Facilities to support our client site operations. You will manage purchase orders, invoices, and TRIRIGA project tasks while coordinating with internal and external stakeholders.

The role requires an university diploma, strong Excel skills, attention to detail, and the ability to handle multiple priorities in a fast-paced environment. Onsite work with potential for process improvement and collaboration.