Building Operations Admin & Records Coordinator

Jones Lang LaSalle Incorporated; Cebu City; On-site; PHP 234,000 - 357,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Cebu, Philippines, is seeking an Administrative Assistant to provide administrative, documentation, coordination, and customer service support to the Building Management Office. The role helps maintain accurate records, coordinate with tenants and service providers, and support day-to-day operations of the building.

The position involves filing, preparing memoranda and notices, maintaining records for tenants, contractors, and service providers, scheduling

Responsibilities

• Provide administrative and clerical support to the Property/Building Manager and Engineering Team.
• Receive, file, and maintain building documents, reports, correspondence, permits, contracts, and records.
• Assist in preparing memoranda, circulars, notices, meeting minutes, reports, and presentations.
• Maintain and update tenant, contractor, supplier, and service provider records.
• Receive and properly endorse tenant requests, complaints, and concerns to the appropriate Building Management personnel.
• Coordinate with tenants regarding building announcements, scheduled activities, preventive maintenance, shutdowns, inspections, and other operational matters.
• Process and monitor work permits, gate passes, access requests, delivery permits, move-in/move-out requests, and contractor documentation.
• Assist in monitoring service provider requirements, contracts, billing documents, attendance, and performance records.
• Prepare purchase requests, requests for quotation, canvass sheets, purchase orders, and other procurement-related documentation as required.
• Assist in monitoring utilities, maintenance expenses, operating expenses, and other building-related administrative records.
• Maintain an organized filing system for both physical and electronic documents.
• Monitor office supplies and coordinate replenishment as necessary.
• Assist in scheduling meetings, inspections, preventive maintenance activities, and other building-related appointments.
• Coordinate with Security, Housekeeping, Engineering, Parking, and other service providers regarding daily operational requirements.
• Assist in maintaining tenant and visitor information and ensure proper handling of confidential documents.
• Support emergency preparedness activities, drills, building events, and tenant engagement programs.
• Perform other administrative and operational duties that may be assigned by the Property/Building Manager.

Job description

Jones Lang LaSalle Incorporated in Cebu, Philippines, is seeking an Administrative Assistant to provide administrative, documentation, coordination, and customer service support to the Building Management Office. The role helps maintain accurate records, coordinate with tenants and service providers, and support day-to-day operations of the building.

The position involves filing, preparing memoranda and notices, maintaining records for tenants, contractors, and service providers, scheduling