Administrative Assistant

Jones Lang LaSalle Incorporated; Taguig; On-site; PHP 279,000 - 446,400; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking an on-site Administrative Assistant to support business operations at the Taguig, Philippines site. The role focuses on delivering excellent customer service to on-site clients and coordinating with contractors and vendors to ensure compliance with standards.

The position involves assisting in procurement, finance processes (purchase orders in JDE), safety management, and daily site operations.

Qualifications

• Provide superior customer service to meet on-site client’s expectations.
• Assist in management of contractors on site and vendor procurement.
• Assist in financial processes and manage purchase orders in JDE.
• Conduct health & safety audits and implement procedures on site.
• Support site operations and strive to reduce costs while maintaining standards.
• Assist with receptionist coverage and FM support for meeting room bookings.
• Coordinate pantry items and ensure stock levels.
• Support risk management and disaster recovery planning.

Responsibilities

• Provide superior customer service to meet on-site client’s expectations.
• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works).
• Assist in the procurement of vendors and services as required.
• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Ensure prompt and accurate management of purchase orders in JDE.
• Conduct regular audits to ensure safety procedures on site are in place and working.
• Assist in the implementation of Industry Best Practice operations on site.
• Conduct site inspections and assessments to ensure building procedures and performance measures are maintained.
• Seek ways to reduce costs and improve operational standards.
• Maintain premises in neat and good working condition.
• Assist with receptionist coverage from time to time and provide FM support for meeting room bookings.
• Coordinate pantry staff to ensure pantry and vending machine items are in stock.
• Assist in property risk management and business continuity plans.

Skills

Customer service

Vendor management

Communication

Teamwork

Problem solving

Education

Diploma in related discipline

Tools

JDE

Job description

## Business Support, Administrative AssistantApplyremote type: On-sitelocations: Taguig, Philippinestime type: Full timeposted on: Posted Todayjob requisition id: REQ521103**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.### **Duties and responsibilities*** ### Provide superior customer service to meet on-site client’s expectations### ### **Procurement & Vendor Management*** ### Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)* ### Assist in the procurement of vendors and services as required### ### **Finance Management*** ### Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner* ### Ensure prompt and accurate management of purchase orders in JDE### ### **Health & Safety Management*** ### Conduct regular audits to ensure safety procedures on site are in place and working* ### Assist in carrying out safety procedures when needed### ### **Site Operations Management*** ### Assist in the implementation of Industry Best Practice operations* ### Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times* ### Seek ways to constantly reduce costs and improve operational standards* ### Maintain premises in neat and good working condition at all times* ### Maintain duplicate office keys in good order* ### Assist with receptionist coverage from time to time* ### Provide FM support for meeting room bookings where required* ### Coordinate with pantry staff to ensure that pantry and vending machine items are always in stock### ### **Risk Management*** ### Assist in the implementation and management of property risk management program* ### Support the implementation and monitoring of disaster recovering and business continuity plans* ### Follow established escalation procedures and incident reporting procedures* ### Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies* ### Achieve Key Performance Indicators and Service Level Agreement targets### ### **Required Qualifications & Experience*** ### At least 2 to 3 years of prior experience in facilities, property management, hospitality or related field preferred* ### Minimum diploma in any related discipline* ### Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous* ### Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous* ### Able to cooperate and work well with others to meet targets* ### Support the team effectively as and when needed* ### Proven ability to commit to flawless execution while complying with firm’s procedures and standards* ### Able to interact with the general client staff & vendors with ease* ### Ability to manage conflict and conflicting priorities* ### Demonstrates ability to work with vendors to deliver efficient services* ### Demonstrates proactive & professional approach to customer service* ### Has a customer-oriented attitude* ### Proven ability to manage multiple and complex operational matters on a daily basis* ### Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner**Location:**On-site –Taguig, PhilippinesIf this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!