Administrative Lead: Office Ops & Coordination

Jones Lang LaSalle SSC (Philippines), Inc. (JLLSPI); Pateros; On-site; PHP 670,000 - 1,004,000; Full time

Job summary

Jones Lang LaSalle (JLL) seeks a Lead – Administrative Support to ensure smooth office operations in Taguig, Philippines. You will coordinate facilities, onboarding, vendor relations and budgeting while partnering with multiple teams to deliver high-quality administrative services.

The role requires excellent organizational and communication skills, strong compliance knowledge of PEZA/BOI rules, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Proven experience in an administrative support role.
• Proficient in common workplace software e.g. Microsoft Office.
• Subject Matter Expert in government rules and regulations that impact the smooth running of the workplace (i.e. PEZA, BOI, city ordinances).
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong problem-solving and decision-making skills.
• Proactive and resourceful approach to completing tasks.
• Ability to work both independently and collaboratively in a team environment.
• Professional demeanor with the ability to interact with people at all levels.

Responsibilities

• Effectively support management to control site operating expenses to meet/exceed glide path savings targets.
• Support sourcing and procurement initiatives, aligned to the broader policies of JLL Finance and S&P.
• Ensure all financial processes are compliant as per JLL competitive bids process, issuing of POs, and receipting work.
• Responsible for ensuring 100% compliance to all PEZA, BOI and other relevant government entities’ rules and regulations.
• Manage office facilities, effectively coordinating with JLL4JLL and HSSE personnel according to the scope of work provided for JBS Manila by these groups.
• Assist in the onboarding process for newly hired and newly promoted employees, including IT setup and coordination of required documentation.
• Provide general administrative support, such as managing vendor correspondence, scheduling appointments and booking meeting rooms.
• Prepare and distribute correspondence, memos, and reports as required.
• Maintain filing systems and ensure proper organization and storage of documents.
• Assist with meeting and event coordination, including scheduling, logistics, and document preparation.
• Coordinate and track office expenses, ensuring adherence to budget guidelines.
• Serve as a point of contact for internal and external stakeholders, answering inquiries and redirecting as appropriate.
• Collaborate with various teams to ensure effective communication and coordination of administrative tasks.
• Assist in the production and dissemination of internal communications to keep employees informed and engaged.
• Maintain confidentiality of sensitive information and exercise discretion when handling confidential matters.
• Identify opportunities to streamline administrative processes and implement best practices.
• Develop and maintain standard operating procedures to ensure consistency and efficiency.
• Propose and implement improvements to administrative systems and procedures.

Skills

Administrative experience

MS Office

Government compliance

Organizational skills

Communication skills

Multitasking

Problem-solving

Proactivity

Teamwork

Professionalism

Tools

Microsoft Office

Job description

Jones Lang LaSalle (JLL) seeks a Lead – Administrative Support to ensure smooth office operations in Taguig, Philippines. You will coordinate facilities, onboarding, vendor relations and budgeting while partnering with multiple teams to deliver high-quality administrative services.

The role requires excellent organizational and communication skills, strong compliance knowledge of PEZA/BOI rules, and the ability to manage multiple priorities in a fast-paced environment.