Analyst Business Support

JLL; Manila; On-site; PHP 335,000 - 502,000; Full time

Job summary

Jones Lang LaSalle (JLL) in Taguig, Philippines, is seeking an Administrative Support professional to provide essential office services. Responsibilities include travel arrangements, diary coordination, expense filing, and handling basic HR/IT helpdesk issues, accounts payable vouchers, room bookings, and updating organizational charts.

The role requires at least 2 years of administration experience in the property sector, tertiary qualifications, and strong MS Office skills.

Qualifications

• 2+ years of admin experience in property industry.
• Proficient in MS Office and document management.
• Strong communication and organizational skills.

Responsibilities

• Booking Travel & Visa
• Co-ordinating diaries
• Expense Filing
• HR/IT issues (helpdesk support)
• AP Vouchers/3rd Party Invoices
• Room Booking
• Updating Organisational Chart
• Format Reports and prepare Presentations
• Document Management – Update Sharepoint Sites and Team Directories
• Maintain Project Trackers

Skills

Time management

Customer service

Computer literacy

Education

Tertiary qualifications in property-related discipline

Tools

MS Office

MS Windows

Internet

Job description

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 peopleand 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.

Key Purpose

To provide administrative support. Specific duties will include but are not limited to:

• Booking Travel & Visa
• Co-ordinating diaries
• Expense Filing
• HR/IT Issues (as helpdesk support only)
• AP Vouchers/3rd Party Invoices
• Room Booking
• Updating Organisational Chart
• Format Reports and prepare Presentation Decks
• Document Management – Update Sharepoint Sites and Team Directories
• Maintain Project Trackers

Key Dimensions

Financial Delegation

The position has no set financial delegation. The CMG JBS Director of Operations and/or Manager of Operations must approve all financial expenditures.

Key Internal Relationship

• Reports to the Assigned Manager on daily issues/queries, identified risks or concerns or if requiring assistance.
• Interacts with the team to share knowledge and contribute to continual improvement of the team.
• Interacts and builds a high level of rapport with Brokers and CMG Manager for Operations to achieve our vision and strategic goals.

Key External Relationship

• Liaises with brokers regarding documentation or file clarification.
• Contacts external parties as directed by the broker.

Key Accountabilities

PROVIDING SUPERIOR CLIENT SERVICE

• Efficiently manages time to meet required timeframes and obligations relating to the provision of quality client service.
• Appropriately and correctly uses all internal systems, processes and policies.
• All work is completed to required standards ensuring accuracy and compliance with any relevant industry and client requirements.
• At all times ensures a ‘client first’ attitude is displayed when undertaking the role, including the provision of high-quality service to internal and external client
• Answer inbound calls and all other client requests as required, assisting clients and responding to client requests where appropriate and in a timely manner.
• Ongoing monitoring and management of all internal systems through the entire workflow lifecycle.

DEVELOPMENT AND INNOVATION

• Monitor own performance against set KPIs and adjust work processes as required in order to meet KPIs.

OTHER

• Other duties within safety and competency parameters, as directed by your assigned Manager, from time to time.
• Conduct all activities in accordance with the Company’s Quality management system.

Key Performance Indicators

Knowledge

• Demonstrated knowledge of office work processes and experience in following these.
• Knowledge of professional standards and expectations in an office environment.
• Practical knowledge of customer service standards and experience in a service-driven environment.
• Knowledge of and prior experience in meeting client SLAs and individual and team KPIs.

Skills

• Demonstrated time management skills, with proven ability to deliver results within deadline.
• Demonstrated customer service skills, with the ability to communicate effectively with a diverse range of internal and external clients.
• High computer literacy skills.

Abilities

• Ability to manage own time and workflow effectively to meet/exceed turnaround times and deadlines.
• Ability to deal with challenging KPIs and factors outside own control.
• Ability to work within a busy ‘open plan’ office environment and continue to focus on work despite interruptions.
• Ability to work with attention to detail and a high degree of accuracy.
• Ability to respond to urgent requests in a calm and professional manner.
• Ability to work with CMG Team Leader and stakeholders to improve the efficiency of individual and teamwork processes and approaches.

Experience

• Minimum 2 years experience in an Administration Role or similar experience within the property industry.

Work Productivity

• Particular Queues are actioned within 2 hours of receipt.
• All files are updated daily on various systems. Notes to be accurate and contain full and relevant action taken and next steps required.
• Monitor client systems and provide meaningful communication on requests.
• All daily work received, has been processed with relevant updates.

Team Focus

• Feedback from your assigned Stakeholder, and the wider CMG team is positive.
• Feedback from the Stakeholders, other staff within our department and the greater JLL community is positive.
• Demonstrate forethought to provide assistance to others during quieter workflow periods.

Quality and Compliance

• All requests are actioned within the preferred timeframes.
• All requests are actioned in line with the Standard Operating Procedure.
• Work is fully completed and meets internal requirements as well as external industry standards.
• All workplace incidents, hazards, risks, and opportunities for improvement are appropriately reported.

Growth of the company

• Identifies areas where service quality can be improved and actively participates in initiatives to deliver improvements.
• Conveys any identified opportunities for new business to Manager and participates in establishing and maintaining client relationships were required.

Qualifications and Skills

• Tertiary qualifications in property-related discipline
• Intermediate skills in MS Office, MS Windows, and Internet
• Detail Oriented
• Strong Time Management
• Strong to Excellent Communication Skills

Location:

On-site –Taguig, Philippines

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.