Administrative Assistant

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.   

Administrative Assistant

ROLE AND RESPONSIBILITIES

OVERALL ROLE

Client is a fast-paced, collaborative and innovation-driven environment. The requirement is for a mindset that is very hands-on, energetic, helpful and straight forward.  Achieve excellence in maintenance service programs at client site, obtaining the highest possible standards and practices. Manage the scope of contracts to ensure agreed deliverables are met within the stipulated time. To provide comprehensive facility management for services to the client, with a focus on continuous improvement.  Achievement of the Key Performance Indicators and Service Level Agreements targets.

POSITION GOALS

To provide Administrative Assistant duties in accordance with company policies, procedures and processes. Achievement of the Key Performance Indicators and Service Level Agreement targets.

ROLES AND RESPONSIBILITIES

• Major Responsibilities

•  Maintaining the calendar on a daily, weekly, and monthly basis to RE Asia FM Manager and supporting RE Team India

• International and Domestic travel arrangements.

• Cab arrangements for RE Team

• Maintain senior leader's agenda and assist in planning appointments, conferences etc.

• Meeting rooms booking

• Preparing travel and meeting agenda

• Sending birthday mails and gifts to staff.

• Arranging accommodation for Shell employees in STCB location On- boarding

•  Maintaining Distribution list of RE Team India and RE team Asia.

• Plan and schedule on-site and off-site meetings, conferences, and teleconferences.

• Preparing Visa invitation letter

• Preparing expense report, reconciling credit card statements, or submitting billing information.

• Welcomes guests and clients by greeting them, in person or on the telephone and escorting to office.

• Usage and administration of departmental credit cards

• Office Administration Provide general admin support where applicable, i.e complex/large scanning, printing.

• Preparing and maintaining weekly occupancy report of Shell and contract staffs ( India ).

• Day to day GID report maintain and update

• Courier incoming and outgoing management

• Purchase of RE office supplies and coordination

• Applying for new GCC and  GCC related queries management

• RE team members concur profile and expenses management

• Others

• Coordinate and organize events requested by client.
• Assist in the preparation of Daily reports, Weekly Report and Monthly Management Report
• Emergency call support and site attendance is required

• Participate in emergency evacuation procedures including crisis management and business continuity

CANDIDATE SPECIFICATION:  KEY SELECTION CRITERIA

Ideal Experience

• Experience in Administration Skills.
• Strong Customer Service focus
• Excellent people skills and ability to interact with a wide range of client staff and demands
• Strong PC literacy and proven ability to manage daily activities using various systems.
• Demonstrated experience with continuous improvement initiatives highly desirable
• Demonstrated experience with client reporting and preparation of reports required

  Key Performance Measures

• Compliance with the Service Level Agreement established between Jones Lang LaSalle and (Client)

KEY STAKEHOLDERS

Senior Leadership

Key Real Estate Leaders

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!

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