Administrative Assistant, Midtown

Job title:

Administrative Assistant, Midtown

Company

Jones Lang LaSalle

Job description

JLL empowers you to shape a brighter way.Our people at JLL and JLL Technologies 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.JLL is seeking a dynamic and customer-oriented individual to join our Property Management Team at one of newest client’s Midtown commercial portfolio. As a vital member of our team, you will serve as a primary point of contact for clients and tenants, making a lasting impression as one of the key faces of our property.In this role, you will play a crucial part in ensuring the smooth operation of our buildings by efficiently handling tenant inquiries and providing exceptional administrative and client support. If you thrive in a customer-centric role and have a keen interest in property management and real estate, this is an excellent opportunity to grow your career.WHAT YOU’LL BE DOING:Reception Functions:

• Effectively and professionally greet and communicate with all visitors the office and develop positive working relations with tenants and external contacts.
• Handle customer/tenant inquiries and complaints, following company guidelines/procedures/policies; ensure information is forwarded the appropriate staff member for any required follow-up.
• Responsible for distributing of all in-coming mail to office staff and recording rent cheques and invoices received.
• Prepare all outgoing mail and schedule couriers.

Administrative Functions:

• Provide general administrative support.
• Provide support the General Manager and office staff for all aspects of day-to-day activities for assigned buildings in portfolio.
• Record and update all board room bookings.
• Responsible for ordering office and kitchen supplies, as well as food and refreshments needed for board room meetings.
• Ensure all office equipment is in proper working order and arrange for repair/servicing of any malfunctioning equipment as required.
• Collaboratively work with Property Administrators to maintain and update tenant information, including phone numbers, contact names and emergency contact information.
• Maintain and update approved contractor list.
• Liaise with contractors and building operating staff to help coordinate and communicate amongst the team.
• Maintain update information in lobby directory and upload property information portal and building website.
• Maintain minutes of regular staff meetings, providing support and follow up.
• Embrace and pro-actively support JLL’s culture of environmental sustainability, and corporate and social responsibility.
• Assist with special projects, tenant events and other office functions as required.
• Other tasks and responsibilities as may be required from time to time.

Accounting Functions:

• Responsible for making bank deposits.

• Process invoices for assigned costs centres, including matching purchase orders, coding invoices comply with budget schedules and compiling and verifying batches are submitted to accounting.
• Update utility tracker worksheets and coordinate changes and management of those accounts to ensure timely receipt and payment of utilities including hydro, gas, water,data, Telco’s.
• Assist with accounts receivables when required.

WHAT YOU BRING:

• 3 years of relevant experience or a combination of education and experience;
• Previous experience in Property Management and/or Real Estate is preferred;
• Excellent knowledge of Microsoft Office is required (Word, Excel, PowerPoint, Outlook);
• Customer oriented/customer focused;
• Excellent written and verbal communication skills;
• Supports teamwork environment with positive and professional attitude;
• Goes the “extra mile” to understand and respond to customer needs;
• Flexibility to changing work conditions including interruptions and multi-tasking ability;
• Ability to work independently and under pressure, deal with deadlines.

WHAT’S IN IT FOR YOU

• Join an industry leader and shape the future of commercial real estate
• Deep investment in cutting-edge technology to power your work
• Comprehensive and competitive benefits plan
• A supportive, caring and diverse work environment designed for your growth and well-being

Location:On-site –Toronto, ONIf this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!JLL Privacy NoticeJones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.For more information about how JLL processes your personal data, please view our .For additional details please see our career site pages for each country.For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy .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 contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
I want to work for JLL.

Expected salary

Location

Toronto, ON

Job date

Sat, 31 Aug 2024 04:21:49 GMT

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