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Administrative Assistant

2 months ago

Vaughan, Canada JLL Full time

JLL supports the Whole You, personally and professionally.


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.

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

Location:

On-site –Vaughan, ON

If 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

Jones 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.

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