Administrative Services-B2

Jones Lang LaSalle Incorporated; Quezon City; On-site; PHP 201,000 - 290,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Quezon City, Philippines, seeks an on-site Administrative Assistant/Receptionist to greet visitors, manage the sign-in process, answer calls, and provide general administrative support across departments. The role includes coordinating mail, meetings, and ensuring security and access procedures are followed.

The position involves liaising with facilities and security, maintaining a welcoming reception area, and assisting with billing tasks and document

Responsibilities

• Visitor and Client Management: Greet all visitors warmly and professionally; Manage visitor sign-in process and issue visitor badges; Notify employees of guest arrivals; Maintain visitor logs and ensure compliance with security protocols; Create a welcoming environment for all guests.
• Telephone and Communication Management: Answer and direct incoming calls to appropriate departments or individuals; Take accurate messages and relay information; Manage the main reception phone line; Handle general inquiries and route information efficiently.
• Administrative Support: Manage incoming and outgoing mail and courier services; Maintain reception area organization and cleanliness; Coordinate meeting room bookings; Provide general administrative assistance to various departments.
• Security and Access Control: Serve as liaison with building security personnel; Maintain awareness of emergency procedures; Act as first responder during building emergencies.
• Facility Coordination: Report maintenance issues to facilities management; Coordinate repairs or services as needed; Manage office supplies for common areas; Ensure reception area reflects professional standards.
• Billing and Invoice Processing: Collect and organize invoices from vendors and service providers; Verify invoice accuracy against purchase orders and delivery receipts; Code invoices to appropriate cost centers or accounts; Route invoices to proper approvers for authorization; Track invoice status and follow up on pending approvals; Submit approved invoices to accounts payable for processing; Maintain billing records and filing systems; Monitor payment deadlines to avoid late fees; Reconcile monthly statements from regular vendors; Handle billing inquiries from vendors and internal departments; Generate billing reports for management review; Process credit memos and invoice corrections; Coordinate with finance team on billing discrepancies.
• Records and Data Management: Maintain accurate visitor logs; Manage contact directories and employee information; Update emergency contact information; Handle basic data entry tasks; Maintain confidentiality of sensitive information.

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.

Primary Responsibilities

• Visitor and Client Management: Greet all visitors warmly and professionally; Manage visitor sign-in process and issue visitor badges; Notify employees of guest arrivals; Maintain visitor logs and ensure compliance with security protocols; Create a welcoming environment for all guests.
• Telephone and Communication Management: Answer and direct incoming calls to appropriate departments or individuals; Take accurate messages and relay information; Manage the main reception phone line; Handle general inquiries and route information efficiently.
• Administrative Support: Manage incoming and outgoing mail and courier services; Maintain reception area organization and cleanliness; Coordinate meeting room bookings; Provide general administrative assistance to various departments.
• Security and Access Control: Serve as liaison with building security personnel; Maintain awareness of emergency procedures; Act as first responder during building emergencies.
• Facility Coordination: Report maintenance issues to facilities management; Coordinate repairs or services as needed; Manage office supplies for common areas; Ensure reception area reflects professional standards.
• Billing and Invoice Processing: Collect and organize invoices from vendors and service providers; Verify invoice accuracy against purchase orders and delivery receipts; Code invoices to appropriate cost centers or accounts; Route invoices to proper approvers for authorization; Track invoice status and follow up on pending approvals; Submit approved invoices to accounts payable for processing; Maintain billing records and filing systems; Monitor payment deadlines to avoid late fees; Reconcile monthly statements from regular vendors; Handle billing inquiries from vendors and internal departments; Generate billing reports for management review; Process credit memos and invoice corrections; Coordinate with finance team on billing discrepancies.
• Records and Data Management: Maintain accurate visitor logs; Manage contact directories and employee information; Update emergency contact information; Handle basic data entry tasks; Maintain confidentiality of sensitive information.

Location: On-site –Quezon, Philippines

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.

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. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.