On-Site Building Admin & Operations Coordinator

JLL; Cebu City; On-site; PHP 201,000 - 357,000; Full time

Job summary

JLL in Cebu, Philippines seeks an Administrative Assistant to support the Building Management Office onsite. You will handle administrative tasks, document processing, and coordination with tenants and service providers to keep daily operations running smoothly.

Responsibilities include maintaining records, preparing memoranda, reports, and presentations, and assisting with procurement and maintenance activities while ensuring confidentiality and organized filing.

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.

Job description

JLL in Cebu, Philippines seeks an Administrative Assistant to support the Building Management Office onsite. You will handle administrative tasks, document processing, and coordination with tenants and service providers to keep daily operations running smoothly.

Responsibilities include maintaining records, preparing memoranda, reports, and presentations, and assisting with procurement and maintenance activities while ensuring confidentiality and organized filing.