Adjoint(e) administratif(ve)/Administrative Assistant
Job Description
JLL empowers you to shape a brighter way.
Our people at JLL 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.
Adjoint(e) administratif(ve) - Montréal Centre-ville
Contexte du poste
À titre de premier point de contact avec les clients, locataires et fournisseurs, le/la titulaire personne incarne l'image professionnelle de JLL et assure un accueil de qualité.
Présence au bureau : 5 jours par semaine requis
Principales responsabilités
Gestion administrative et coordination
- Planifier les rencontres d'équipe et mandats spéciaux
- Préparer et valider les rapports de dépenses
- Gérer les documents virtuels et physiques : classement, archivage, arborescence informatique
- Préparer, traduire et réviser des documents bilingues (français et anglais)
- Gérer l'achat et l'inventaire des fournitures de bureau pour le bureau 320
Relations avec les locataires
- Concevoir et acheminer des communications claires et professionnelles aux locataires (tests mensuels, fermetures, travaux, urgences)
- Répondre aux appels de service via téléphone et plateformes numériques (Building Engine, Prism, [email protected])
- Commander les fleurs pour les nouveaux locataires et renouvellements
- Participer à l’organisation des activités avec les locataires
- Assurer la formation et le soutien des locataires sur la plateforme HB Login
Gestion financière et administrative
- Facturer les services aux locataires mensuellement et gérer la réconciliation des comptes
- Créer les bons de commande pour les fournisseurs
- Enregistrer et codifier les factures dans le système Yardi
- Effectuer les dépôts bancaires des chèques de loyer
- Assurer le suivi et la facturation des dépenses communes au bureau 320
Certificats d'assurance et conformité
- Assurer la vigie et la mise à jour des certificats d'assurance des locataires et fournisseurs dans les systèmes Prism et SharePoint
- Veiller au respect des politiques en matière de santé et de sécurité
Gestion des installations
- Gérer les réservations de la salle de conférence commune et du gym
- Assurer le fonctionnement des casiers Expedibox
- Agir comme personne-ressource suppléante pour les demandes de cartes d'accès
- Récupérer et réacheminer le courrier du bureau 320
- Préparer les colis pour expédition (FedEx, Purolator)
Soutien opérationnel
- Agir en tant que relève à la personne adjointe au gestionnaire pour le système de notification d'urgence
- Maintenir à jour la liste des contacts des locataires et la liste des absences et vacances de l'équipe
- Interagir efficacement avec les locataires, le personnel d'exploitation, les fournisseurs et sous-traitants
Qualifications requises
Formation et expérience
- DEC en secrétariat ou technique en bureautique
- Minimum de 3 ans d'expérience en secrétariat ou administration
Compétences techniques requises
- Maîtrise de la suite MS Office (Word, Excel) et Office 365
- Maîtrise de PRISM et DocuSign/Adobe Acrobat Sign
- Connaissance des systèmes de gestion immobilière (Yardi, Building Engine)
Aptitudes professionnelles
- Excellente gestion des priorités, sens de l'organisation et rigueur
- Fortes compétences en relations interpersonnelles et esprit d'équipe
- Capacité à travailler sous pression avec des échéanciers serrés
- Habileté à gérer plusieurs tâches simultanément dans un environnement dynamique
Langues
- Bilinguisme obligatoire (français et anglais), à l'oral et à l'écrit, avec excellentes aptitudes en rédaction
- L'anglais est requis pour les interactions avec les partenaires externes hors Québec (fournisseurs, cabinets juridiques, institutions financières, etc.)
Administrative Assistant - Downtown Montreal
Position Context
As the first point of contact with clients, tenants, and suppliers, this person embodies JLL's professional image and ensures quality service.
Office presence: 5 days per week required
Main Responsibilities
Administrative Management and Coordination
- Plan team meetings and special assignments
- Prepare and validate expense reports
- Manage virtual and physical documents: filing, archiving, computer file structure
- Prepare, translate, and review bilingual documents (French and English)
- Manage the purchase and inventory of office supplies for office 320
Tenant Relations
- Design and send clear and professional communications to tenants (monthly tests, closures, construction work, emergencies)
- Respond to service calls via telephone and digital platforms (Building Engine, Prism, [email protected])
- Order flowers for new tenants and renewals
- Participate in organizing activities with tenants
- Provide training and support to tenants on the HB Login platform
Financial and Administrative Management
- Invoice tenant services monthly and manage account reconciliation
- Create purchase orders for suppliers
- Record and code invoices in the Yardi system
- Make bank deposits of rent checks
- Track and invoice common expenses for office 320
Insurance Certificates and Compliance
- Monitor and update tenant and supplier insurance certificates in the Prism and SharePoint systems
- Ensure compliance with health and safety policies
Facilities Management
- Manage bookings for the common conference room and gym
- Ensure the operation of Expedibox lockers
- Act as backup resource for access card requests
- Collect and redirect mail for office 320
- Prepare packages for shipping (FedEx, Purolator)
Operational Support
- Act as backup to the Manager's Assistant for the emergency notification system
- Maintain updated tenant contact lists and team absence/vacation lists
- Interact effectively with tenants, operations staff, suppliers, and subcontractors
Required Qualifications
Education and Experience
- DEC in secretarial studies or office technology
- Minimum 3 years of experience in secretarial work or administration
Required Technical Skills
- Proficiency in MS Office suite (Word, Excel) and Office 365
- Proficiency in PRISM and DocuSign/Adobe Acrobat Sign
- Knowledge of real estate management systems (Yardi, Building Engine)
Professional Skills
- Excellent priority management, organizational skills, and rigor
- Strong interpersonal skills and team spirit
- Ability to work under pressure with tight deadlines
- Ability to manage multiple tasks simultaneously in a dynamic environment
Languages
- Bilingualism required (French and English), oral and written, with excellent writing skills
- English is required for interactions with external partners outside Quebec (suppliers, law firms, financial institutions, etc.)
Location:
On-site –Montreal, QCIf 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!
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
JLL Privacy Notice
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.
For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
For additional details please see our career site pages for each country.
Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.