Administrative Assistant

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 people  and 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.   

Job Description

• You will be responsible for maintaining the front office, reception area and all meeting and conference rooms in the client areas. Ensure that they are clean, presentable and are in compliance with regulations or requirements of the client.

• Ensure to give clear instruction and direction to the Facility Team and other functions who are supporting the office operation.

• Provide assistance to visitors and clients at the counter. Greet and welcome individuals approaching the counter. Address inquiries and provide relevant information. Ensure a positive and professional interaction with visitors.

• Direct clients to the appropriate personnel or department as needed. Maintain a helpful and approachable demeanour. Handle any immediate concerns or issues raised by visitors.

• Keep the counter area organized and presentable. Uphold a customer-centric approach in all interactions. Collaborate with team members to enhance customer service.

• You will be managing day-to-day incoming and outgoing calls and maintaining telephone registers including the switchboard operations.

• You will also be managing Facilities Request Call and contribute information for inclusion in the Monthly Report submitted to the client.

• You will be managing day-to-day incoming and outgoing mails (Local and Overseas). You have to record all the mails and submit Monthly Report to client. 

• You will be responsible in receiving, sort, distribute mail / goods deliveries including courier deliveries.  

• Manage stationary inventory levels to ensure availability. Monitor and track usage of stationary supplies. Place orders for replenishment when inventory is low.

• Manage cleanroom consumables, ordering and track usage.

• Organize and maintain a systematic stationary storage system. Conduct regular audits to track stationary inventory accuracy.

• Assist with Facilities logistics inventory management. Coordinate with vendors for timely delivery of supplies.

• Maintain records of incoming and outgoing inventory.

• Implement efficient logistics processes to optimize inventory flow.

• Collaborate with relevant teams to address inventory needs.

• You are required to manage Client’s Recreation Card and supply of toners for all the photocopiers.

• You will provide assistance in general administrative activities (ie ordering of office stationeries, photocopy papers, cleanroom notebooks, etc.)

• Supporting customer’s visit, workshop and organize company events, etc.

• Inventory of stocks

• Manage general office operation. Can give clear instruction and direction to the facility team and other functions who are supporting the office operation.

• You will also contribute information for inclusion in the Monthly Report submitted to the client.

• Performing ad-hoc administrative duties which may be assigned.

• Manage access control and security procedures for the facility.

• Support facility-related tasks, such as coordinating repairs and events.

• Handle basic administrative tasks, such as data entry and filing.

• Keep track of office equipment and arrange for maintenance.

• Maintain accurate records and documentation as required.

• Collaborate with various departments to ensure smooth operations.

• You have at least 1 to 2 years of experience in a similar role in a corporate environment.

• Good communication skills for interfacing with executives

• Basic knowledge of MS office such as PowerPoint, excel and MS Word.

Professional

You are able to carry yourself well and present a professional and friendly corporate image to clients. You are also able to confidently interact with all levels of the organisation from Heart of Department to Cleaning Contractors and learn new systems quickly.

Good Communicator

You can communicate well with senior leadership and stakeholders and interfacing with Executive.

Location:

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're pursuing.

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

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 [email protected]. 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.