Lead Administrative Support

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 Lead – Administrative Support is responsible for providing comprehensive administrative support to ensure the smooth operation of the office. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Lead – Administrative Support will work closely with various teams and stakeholders to ensure effective communication and coordination of administrative tasks.

Key Responsibilities:

Financial Targets

• Effectively support management to control site operating expenses to meet/exceed glide path savings targets.
• Support sourcing and procurement initiatives, aligned to the broader policies of JLL Finance and S&P.
• Ensure all financial processes are compliant as per JLL competitive bids process, issuing of POs, and receipting work.
  
  

Office Management

• Responsible for ensuring 100% compliance to all PEZA, BOI and other relevant government entities’ rules and regulations.
• Manage office facilities, effectively coordinating with JLL4JLL and HSSE personnel according to the scope of work provided for JBS Manila by these groups.
• Assist in the onboarding process for newly hired and newly promoted employees, including IT setup and coordination of required documentation.
  
  

Administrative Support

• Provide general administrative support, such as managing vendor correspondence, scheduling appointments and booking meeting rooms.
• Prepare and distribute correspondence, memos, and reports as required.
• Maintain filing systems and ensure proper organization and storage of documents.
• Assist with meeting and event coordination, including scheduling, logistics, and document preparation.
• Coordinate and track office expenses, ensuring adherence to budget guidelines.
  
  

Communication and Collaboration

• Serve as a point of contact for internal and external stakeholders, answering inquiries and redirecting as appropriate.
• Collaborate with various teams to ensure effective communication and coordination of administrative tasks.
• Assist in the production and dissemination of internal communications to keep employees informed and engaged.
• Maintain confidentiality of sensitive information and exercise discretion when handling confidential matters.
  
  

Process Improvement

• Identify opportunities to streamline administrative processes and implement best practices.
• Develop and maintain standard operating procedures to ensure consistency and efficiency.
• Propose and implement improvements to administrative systems and procedures.
  
  

Qualifications And Skills

Proven experience in an administrative support role.

Proficient in common workplace software e.g. Microsoft Office, etc.

Subject Matter Expert in government rules and regulations that impact the smooth running of the workplace (i.e. PEZA, BOI, city ordinances).

Excellent organizational skills and attention to detail.

Strong written and verbal communication skills.

Ability to manage multiple priorities and meet deadlines.

Strong problem-solving and decision-making skills.

Proactive and resourceful approach to completing tasks.

Ability to work both independently and collaboratively in a team environment.

Professional demeanor with the ability to interact with people at all levels.

Note: The responsibilities and qualifications listed above are not exhaustive and may be subject to change as per the organization's requirements.

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