Business Support, Administrative Assistant

JLL supports the Whole You, personally and professionally.

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 Document Controls Coordinator is responsible for the following:

1. Collate and upload documents into centralized folder structures following set procedures.
2. Check documents for accuracy of spelling and grammar. Edit/correct documents as required.
3. Review and update technical documents (e.g. manuals and workflows).
4. Ensure all documents and files have the appropriate document management version control protocols in place.
5. Use as directed proprietary digital Document Management Systems.
6. Notify personnel of updated document versions and how to access them.
7. Work with all documents and records across various stakeholders on a daily basis.
8. File all documents as digital records.
9. Create document templates as requested for future use.
10. Retrieve files as requested by key stakeholders and clients.
11. Manage the flow of documentation within the organization.
12. Liaise with stakeholders to update documentation and prepare report on a weekly basis to brief/present to Client.
13. Maintain confidentiality around sensitive information and terms of agreement.
14. Assist JLL team for the tasks assigned for administrative works where necessary.

The Document Controller has…

1. Basic understanding of construction and engineering project documentation, drawings, etc.
2. Familiarity with project management would be viewed favourably.
3. Knowledge and familiarity of Electronic Document Management Systems (EDMS).
4. Proficient typing and editing skills.
5. Data organization skills.
6. Attention to detail.
7. Ability to engage and work effectively with all levels of stakeholders, including senior executives.
8. Strong analytical background with attention to detail.
9. Strong organization skills with the ability to work on multiple tasks.
10. Show proof of rigor and autonomy when working.
11. Ability to work to meet deadlines, even when timeframes are demanding.

To apply you need:

1. Proven work experience as a Document Controller or similar role.
2. Tertiary qualification in computer science, business administration, construction/engineering or similar field.
3. Minimum of 2 years’ experience in document or records management.
4. Experience working with many file types.
5. Working knowledge and familiarity with Google Suite.
6. Basic knowledge and understanding of construction projects.
7. Good report writing skills.

Location:

Singapore (At JLL Office / Client Office / Site Office)

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical, and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers, and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces, and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics, and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued, and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences, and perspectives help us think bigger, spark innovation, and succeed together.