Lead – Administrative Support

Jones Lang LaSalle SSC (Philippines), Inc. (JLLSPI); Pateros; On-site; PHP 670,000 - 1,004,000; Full time

Job summary

Jones Lang LaSalle (JLL) seeks a Lead – Administrative Support to ensure smooth office operations in Taguig, Philippines. You will coordinate facilities, onboarding, vendor relations and budgeting while partnering with multiple teams to deliver high-quality administrative services.

The role requires excellent organizational and communication skills, strong compliance knowledge of PEZA/BOI rules, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Proven experience in an administrative support role.
• Proficient in common workplace software e.g. Microsoft Office.
• 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.

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.

Skills

Administrative experience

MS Office

Government compliance

Organizational skills

Communication skills

Multitasking

Problem-solving

Proactivity

Teamwork

Professionalism

Tools

Microsoft Office

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 peopleand 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:

Financial Targets

• 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.

Office Management

• 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.

Administrative Support

• 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.

Communication and Collaboration

• 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.

Process Improvement

• 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

If 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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you'repursuing.

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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 ••••@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.