Admin Officer

JONES LANG LASALLE PROPERTY CONSULTANTS PTE LTD; Singapore; On-site; SGD 29,000 - 42,000; Full time

Job summary

JONES LANG LASALLE PROPERTY CONSULTANTS PTE LTD is seeking an Administrative Assistant to support the Centre Manager and Management Office with a range of clerical duties in Singapore. The role covers mail handling, filing, asset records, and maintaining contact lists for tenants and vendors.

You will administer security access cards, manage season parking, and assist with meetings, reports, and portal data. A tertiary qualification and 3–5 years in property admin are preferred.

Qualifications

• 3–5 years of experience in property management or related admin role.
• Strong organizational and communication skills.
• Independent, proactive, and reliable with integrity.

Responsibilities

• Maintain a record of incoming/outgoing mails and emails.
• Maintain Key Register and record movement of keys.
• Set up and maintain the filing system in Management Office.
• Maintain records of fixed assets and drawing schedules.
• Update contact information for tenants, fire wardens, vendors, clients, and staff.
• Administer registration/deregistration of security access cards and operate the Security Access Control System.
• Administer season parking registrations and operate the carpark management system.
• Provide administrative support to Management Team (calls, typing, meetings, reports).
• Maintain inventories of stamps, stationery, refreshments.
• Maintain the IT system in the management office.
• Generate reports from the OMS Online Portal.

Skills

Organizational skills

Communication skills (verbal & written

Problem solving

Team player

Education

Tertiary qualification

Job description

POSITION OBJECTIVES

To support the Centre Manager and Management Office with Administrative duties.

DUTIES & RESPONSIBILITIES

• To maintain a record of incoming / outgoing mails and e‑mail.
• To maintain Key Register at Management Office and FCC and record movement of keys.
• To set‑up and maintain filing system in Management Office.
• To maintain and update the records of fixed assets and drawing schedules.
• To maintain an updated list of contact information of tenants, fire wardens, vendors, clients, and staff of Management Office etc.
• To administer request for registration/ deregistration of security access card, maintain and update the Security Card Access Register and operate the Security Access Control System.
• To administer request for season parking, maintain and update the Season Car Parking Register and operate the carpark management system.
• Manage carpark collection and liaise with finance team.
• To provide administrative support to Management Team such as calls, typing, filing, updating portal, App, organizing meetings and events, input relevant data needed for the production of reports etc.
• To keep track and maintain inventories necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.
• To maintain the IT system in management office.
• To maintain, update and generate report from the OMS Online Portal including but not limited to input Customer’s Requests and Purchase Orders, and follow through on the necessary actions required.
• To maintain duty roster and leave records of site staff.
• To administer bookings of facilities such as meeting pods, EOT, etc.
• To participate and ensure that our services and activities are in compliance with the OMS procedure and standards.

Performance Indicators:

• Successful completion of scheduled activities.
• Achieve KPIs.
• Achieve target deliverables for business plans, monthly reports and budgets.
• Ensure that a high level of professionalism and customer service are always maintained.
• Ability to work under pressure and meet set timelines.
• Client and tenant’s customer satisfaction.
• Meet standards and audit requirements.

Knowledge/Experience:

• Tertiary qualification at least 3-5 years of experience.
• Relevant experience in working in property management industry.
• Independent with integrity, innovative, proactive, and resourceful.
• Good organization, problem solving and communication (verbal and written) skills.
• Ability to work under pressure.
• Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

Attributes/Behaviours:

• Pro‑active and achievement orientated.
• Flexible.
• Team player.
• Practical approach with a "can do" attitude.