Administrative Assistant

JLL supports the Whole You, personally and professionally.

JLL is seeking an Administrative Assistant to support the General Manager, Property Manager, Operations Manager, and the Specialty Leasing Manager of the Shopping Center.

WHAT YOU’LL BE DOING
Assist with the rent relief process, providing statements, mailing correspondence etc.

Assist with the AR process by providing statements, collection letters, default letters

Energy Management - Utility tracking

**Act as receptionist for**: courier, office supplies, basic administrative, managing visitors

Reporting on occupancy, sales and traffic, issuing emergency notice, insurance claims

Leasing of storage spaces

Assist Managers during the budget process and printing of reports

Manage the billing process for fees (Cap-Ex, Leasing, Specialty Leasing)

Draft and distribute tenant memos.

Support and monitor manager’s projects and assist in various tasks (scheduling, budgeting, action plan creation, strategic planning for the office, event reservations, team meeting planning, special projects, etc.).

In collaboration with Operations staff members, update the tenant contact list and collection of insurance documentation; collaborate with Security and other departments to validate the information and process required updates accordingly

Provide support to the Manager, Specialty Leasing by updating spreadsheets, assisting with reporting and contract administration. Assist with rent collection, insurance certificates and area certificates

Follow up with tenants and their head offices to validate information received

Forward information on opening and closing procedures to the AutoCAD technician to update leasing plans

Provide backup for the Operations on the emergency notification system (Redflag) and footfall counters; update reports in Unifier and RetailNext

**Properly manage digital and print documents**: filing, archiving, folder structures, etc.

Update the vacation, birthday and milestone calendar

Prepare and review various documents

An active participant of the property Health and Safety Committee; works with various parties as it relates to insurance claims

Carry out other related tasks as directed

WHAT WE’RE LOOKING FOR
Post Secondary education in office administration or equivalent work experience

Three or more years of experience in office administration

Methodical, detail-oriented self-starter with excellent organization and prioritization skills

Outgoing team player with strong interpersonal skills

Ability to perform under pressure within tight deadline

Ability to multitask and handle a variety of responsibilities in a fast-paced environment;
Proficiency in Microsoft Office suite (Word and Excel) as well as Office 365

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

Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.