Administrative Assistant

JLL supports the Whole You, personally and professionally.
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
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
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.