Business Support, Administrative Assistant at Jones Lang LaSalle Incorporated - JLL

Job Description

• The Administrator support must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.

Requirements:

• Bachelor's degree in a relevant field or equivalent experience.
• Proven experience in an administrative support role, preferably within a corporate environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with the ability to quickly learn new software and technologies.
• Exceptional organizational skills and the ability to prioritize multiple tasks with competing deadlines.
• Excellent communication skills, both written and verbal, with a keen eye for detail.
• Strong interpersonal skills and the ability to work in a team-oriented environment.
• Proactive problem-solving skills and a resourceful attitude.
• Ability to maintain confidentiality with sensitive information.
• Flexibility and adaptability to work in a fast-paced, ever-changing environment.

Key responsibilities:

• Provide general administrative support to the team, including managing phone calls, emails, and correspondence.
• Coordinate and manage calendars, schedule appointments, and arrange meetings.
• Prepare and proofread documents, reports, presentations, and other business-related materials.
• Assist in maintaining and updating client and project databases.
• Coordinate travel arrangements, accommodation, and transportation for the team members.
• Process expense reports and reimbursements, ensuring accuracy and compliance.
• Prepare and distribute meeting agendas, take minutes, and communicate action items to team members.
• Assist with office management tasks, including ordering office supplies, managing inventories, and organizing office spaces.
• Collaborate with team members to ensure effective internal communication and coordination.
• Maintains, monitor and track all work orders, reactive, store inventory, trackers.
• Allocation of pool car in line with company’s established policies and procedures.
• PO management (excluding bulk POs): maintain, track and monitor purchase orders, invoices, quotes, etc
• Perform ad-hoc administrative tasks and support special projects as assigned.
• Walk about inspection (facilities) to inspect, detect and report hazards, incidences in the work area.
• Work order engagement
• Any other assigned duty by the Senior Facilities Manager

Customer Service / Client Relationships:

• Evaluate service response time and analyze occupants’ service request trends and suggestions
• Ensure feedback from client sessions is recorded and responded to the satisfaction of the end user.
• Pro-actively develop and manage client / business unit relationships ensuring that the expected service levels are achieved across the region.

Procurement and Vendor Management

• Benchmark services across properties within the country as well as across the region.
• Initiate the virtual approval process and report into Fleet and Facilities Manager for onward processing.
• Assist to co-ordinate and monitor vendor management processes.
• Ensure the Payment process is duly followed in line with governance structure set out by the business.

Training:

• Ensure to undertake all assigned trainings as at when due.
• the team is well trained on all facilities policies, procedures and systems. Work closely with the Jones Lang LaSalle senior Account team to devise new and innovative methods of learning built around skill development, leadership and succession planning
• Assign buddies for new team members to ensure team work, consistency & rationalization of the team.

Leadership / Staff Management:

• Actively encourage an environment that supports teamwork, co-operation & performance excellence
• Act as supervisor and a coach for the team ensuring high staff morale, trust and work ethics.