Front Office Admin Specialist — Billing & Security

JLL; Quezon City; On-site; PHP 279,000 - 391,000; Full time

Job summary

JLL in Quezon City, Philippines is seeking an organized Receptionist/Administrative Assistant to greet visitors, manage sign-in and badges, handle incoming calls, and support office operations.

You will coordinate mail, maintain the reception area, assist with meeting room bookings, liaise with security, process invoices, and maintain records with discretion in a professional, on-site role.

Responsibilities

• Greet 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
• 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
• 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
• Serve as liaison with building security personnel
• Maintain awareness of emergency procedures
• Act as first responder during building emergencies
• Report maintenance issues to facilities management
• Coordinate repairs or services as needed
• Manage office supplies for common areas
• Ensure reception area reflects professional standards
• 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
• 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

JLL in Quezon City, Philippines is seeking an organized Receptionist/Administrative Assistant to greet visitors, manage sign-in and badges, handle incoming calls, and support office operations.

You will coordinate mail, maintain the reception area, assist with meeting room bookings, liaise with security, process invoices, and maintain records with discretion in a professional, on-site role.