Lead – Administrative Support

Jones Lang LaSalle Incorporated; Hinoba-an; On-site; PHP 446,000 - 714,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking a Lead – Administrative Support to provide comprehensive administrative services and keep our office operations running smoothly. You will coordinate with multiple teams, onboard staff, manage vendors, and handle documentation with a high level of accuracy and professionalism.

The role requires strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Proven experience in an administrative support role.
• Proficient in common workplace software (Microsoft Office, etc.).
• Subject Matter Expert in government rules and regulations affecting workplace operations (PEZA, BOI, city ordinances).
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong problem-solving and decision-making skills.
• Proactive and resourceful in task completion.
• Ability to work both independently and in a team.
• Professional demeanor with ability to interact with people at all levels.

Responsibilities

• Provide comprehensive administrative support to ensure smooth office operations.
• Coordinate with teams and stakeholders to ensure effective communication and task coordination.
• Onboard newly hired employees including IT setup and required documentation.
• Manage vendor correspondence, schedule appointments and book meeting rooms.
• Prepare and distribute correspondence, memos, and reports.
• Maintain filing systems and document storage.
• Coordinate meeting and event logistics and documentation.
• Track office expenses and budget adherence.
• Serve as point of contact for internal and external inquiries.
• Develop and maintain standard operating procedures; identify process improvements.

Skills

Administrative support

Microsoft Office

Communication skills

Organizational skills

Tools

Microsoft Office Suite

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 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. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

The Lead – Administrative Support is responsible for providing comprehensive administrative support to ensure the smooth operation of the office. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Lead – Administrative Support will work closely with various teams and stakeholders to ensure effective communication and coordination of administrative tasks.

Key Responsibilities

• Effectively support management to control site operating expenses to meet/exceed glide path savings targets.
• Support sourcing and procurement initiatives, aligned to the broader policies of JLL Finance and S&P.
• Ensure all financial processes are compliant as per JLL competitive bids process, issuing of POs, and receipting work.
• Responsible for ensuring 100% compliance to all PEZA, BOI and other relevant government entities’ rules and regulations.
• Manage office facilities, effectively coordinating with JLL4JLL and HSSE personnel according to the scope of work provided for JBS Manila by these groups.
• Assist in the onboarding process for newly hired and newly promoted employees, including IT setup and coordination of required documentation.
• Provide general administrative support, such as managing vendor correspondence, scheduling appointments and booking meeting rooms.
• Prepare and distribute correspondence, memos, and reports as required.
• Maintain filing systems and ensure proper organization and storage of documents.
• Assist with meeting and event coordination, including scheduling, logistics, and document preparation.
• Coordinate and track office expenses, ensuring adherence to budget guidelines.
• Serve as a point of contact for internal and external stakeholders, answering inquiries and redirecting as appropriate.
• Collaborate with various teams to ensure effective communication and coordination of administrative tasks.
• Assist in the production and dissemination of internal communications to keep employees informed and engaged.
• Maintain confidentiality of sensitive information and exercise discretion when handling confidential matters.
• Identify opportunities to streamline administrative processes and implement best practices.
• Develop and maintain standard operating procedures to ensure consistency and efficiency.
• Propose and implement improvements to administrative systems and procedures.

Qualifications and Skills

• Proven experience in an administrative support role.
• Proficient in common workplace software e.g. Microsoft Office, etc.
• Subject Matter Expert in government rules and regulations that impact the smooth running of the workplace (i.e. PEZA, BOI, city ordinances).
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong problem-solving and decision-making skills.
• Proactive and resourceful approach to completing tasks.
• Ability to work both independently and collaboratively in a team environment.
• Professional demeanor with the ability to interact with people at all levels.

Note: The responsibilities and qualifications listed above are not exhaustive and may be subject to change as per the organization’s requirements.

Location: On-site –Taguig, Philippines

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement. For additional details please see our career site pages for each country.

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.