Administrative Services Specialist, Front Office & Billing

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

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