Business Support, Administrative Assistant

Jones Lang LaSalle Incorporated; Hinoba-an; On-site; PHP 201,000 - 312,000; Full time

Job summary

Jones Lang LaSalle Incorporated seeks an Administrative Assistant to support the Building Management Office in Cebu, Philippines. The role involves handling administrative tasks, documentation, coordination with tenants and service providers, and maintaining accurate records to ensure smooth day-to-day operations.

The position requires strong organizational skills, attention to confidentiality, and the ability to manage multiple tasks in a fast-paced environment.

Qualifications

• Administrative and clerical support to the Property/Building Manager or Engineering Team.

Responsibilities

• Provide administrative and clerical support to the Property/Building Manager and Engineering Team.
• Receive, prepare, 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.
• Coordinate with tenants regarding announcements, maintenance, inspections, and other matters.
• Process work permits, gate passes, access requests, and contractor documentation.
• Prepare purchase requests, RFQs, canvass sheets, and purchase orders.
• Monitor utilities and operating expenses; maintain filing systems for documents.

Job description

Position Summary

The Administrative Assistant provides administrative, documentation, coordination, and customer service support to the Building Management Office. The role assists in maintaining accurate records, coordinating with tenants and service providers, processing building-related documents, and supporting the day-to-day operations of the office building.

Key Responsibilities

• Provide administrative and clerical support to the Property/Building Manager and Engineering Team.
• Receive, prepare, 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.

Location

On-site -Cebu, Philippines

Equal Opportunity and Accommodation

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