Admin Executive

Jones Lang LaSalle Property Consultants Pte Ltd; Singapore; On-site; SGD 40,176 - 60,264; Full time

Job summary

Jones Lang LaSalle Property Consultants Pte Ltd is seeking an administrative and finance support professional to assist the Centre Management Team in daily operations, financial processing, and vendor coordination. This role also leads the Concierge team to uphold service quality across the development.

You will manage filing, procurement tasks, invoicing, accounts maintenance, and support meetings and reporting for multiple entities.

Qualifications

• Minimum 2 years of working experience in administrative and finance support roles, with hands-on experience in documentation handling, billing processes, basic accounting tasks, vendor coordination, and office administration.
• Excellent interpersonal skills to manage diverse range of service providers and Client representatives.
• Possess strong verbal and written communication skills.
• Experienced in handling administrative work.
• Possess initiative and professionalism with the ability to organize, prioritize work and work independently.
• Able to multi-task with good time management skills.

Responsibilities

• Administrative: Manage parking tickets, oversee End-of-Trip facilities, maintain filing system, assist procurement, expenses processing and reporting, contracts management, and meeting/minute preparation.
• Finance: Prepare monthly invoices, update debtor ledgers, maintain full set of accounts, process supplier payments, and support annual audit requirements.
• Tenant Relations: Handle escalated tenant feedback, conduct annual tenant surveys, maintain tenant contacts, and coordinate ad-hoc tasks.
• Concierge Operations: Lead and mentor Concierge team, train new staff on roles, ensure payments are processed timely.

Skills

Administrative experience

Finance support

Vendor coordination

Office administration

Communication skills

Job description

What this job involves

To support the Centre Management Team in delivering efficient day‑to‑day operations through strong administrative control, accurate financial management, and responsive tenant engagement.

This role ensures compliance with MCST requirements, timely processing of accounts and contracts, effective coordination with vendors, and smooth execution of meetings and statutory events.

Additionally, the role provides leadership to the Concierge team to maintain a professional front‑of‑house experience and uphold service quality across the development.

What your day-to-day will look like

Administration

• Manage the application and sale of season, hourly and complimentary parking tickets including handling all enquiries, verifying, billing and reconciling payments.

• Oversee End‑of‑Trip facilities (bicycle parking, lockers, showers) including user records, access control, servicing and cleanliness.

• Maintain proper office filing system (soft & hard)

• Assist immediate supervisor in procurement including obtaining quotations for related work and services.

• Prepare and follow up on Expense Approval process.

• Assist to track and update expenses where applicable.

• Assist in contracts management and documentation.

• Track and monitor term contracts and licence expiries for all properties under our care.

• Assist to prepare Council meeting slides and minutes.

• Assist to prepare monthly management reports.

• Prepare and coordinate AGM/EGM documents, registration lists, and minutes for all multiple entities.

• Coordinate vendors such as copier/printer services, traffic marshall, water dispenser suppliers, and other building contractors.

• Organize/co-ordinate meetings and events as required.

• Keep track and maintain items necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.

• Provide administrative support to Centre Management Team, such as calls, typing and filing, etc.

• Perform any other duties assigned by the immediate supervisor.

Finance

• Prepare monthly invoices and reminders for MCST and sub-MCs.

• Update debtor ledgers and respond to owner/tenant billing queries.

• Maintain full set of accounts for all three entities, including bank reconciliation and payment processing.

• Process payments to suppliers within the credit terms given or as requested by the clients.

• Maintain proper records of notes to the account of all balance sheet items including deposits, prepayments, accruals, creditors, recoverable and provisions.

• Support annual financial audit requirements for all three entities.

Tenant Relations

• Handle escalated feedback from tenants, work with respective person‑in‑charge to resolve the issue timely and as a team.

• Assist in conducting annual tenant surveys for office and retail tenants including developing the survey forms, soliciting participation/response, providing analyses, suggestions to improve service level and follow up with tenants on appropriate responses.

• Maintain and update tenants’ contact information regularly. These include directory listings, mailing list, key contact person, emergency contacts, fire wardens, etc.

• Carry out ad‑hoc tasks that may be assigned as when needed.

Concierge Operations

• To lead, guide and mentor the Concierge to deliver consistent and good performance.

• Train new concierge on roles and responsibilities including system operations.

• Ensure all payments are processed and paid timely.

Required Qualifications & Experience:

• Minimum 2 years of working experience in administrative and finance support roles, with hands‑on experience in documentation handling, billing processes, basic accounting tasks, vendor coordination, and office administration.

• Excellent interpersonal skills to manage diverse range of service providers and Client representatives.

• Possess strong verbal and written communication skills.

• Experienced in handling administrative work.

• Possess initiative and professionalism with the ability to organize, prioritize work and work independently.

• Able to multi-task with good time management skills.