Job Description

How we support the Whole You:

Our benefits are a good reason to come to JLL.

We are committed to hiring the best, most talented people in our industry, and then empowering them with the resources and support to enhance their health, financial and personal well-being. Our underlying benefits philosophy is this: be fair to our people and provide opportunities for those who take advantage of our programs and resources to increase their personal and financial security.

Responsabilites principales

Vous serez responsable de fournir un soutien administratif pour les activites suivantes :

• Processus daEUR(TM)allegement des loyers Processus des comptes recevables, les declarations, les lettres de collection, les lettres de defaut de paiement, etc. Gestion de laEUR(TM)energie - Suivi des services publics.
• Agir a titre de receptionniste pour: messagerie, fournitures de bureau, besoin administratifs divers, accueil et gestion des visiteurs;
• Production des Rapports sur laEUR(TM)occupation, les ventes et laEUR(TM)achalandage, emission daEUR(TM)avis daEUR(TM)urgence, reclamations daEUR(TM)assurance;
• Activites de location specialisees et pour les elements quotidiens lies aux locataires de la location specialisee (ouverture tardive);
• Percevoir les loyers et obtenir les certificats daEUR(TM)assurance des locataires; Location daEUR(TM)espace daEUR(TM)entreposage;
• Location : processus budgetaire et rapports. Soutenir et suivre les projets du directeur et laEUR(TM)assister dans diverses taches (planification, budgetisation, creation de plans daEUR(TM)action, planification strategique du bureau, reservation daEUR(TM)evenements, planification de reunions daEUR(TM)equipe, projets speciaux, etc.);
• En collaboration avec les membres du personnel des operations, mettre a jour la liste de contacts des locataires : collaborer avec la securite et daEUR(TM)autres services pour verifier laEUR(TM)information et traiter les mises a jour requises en consequence;
• Faire un suivi aupres des locataires et de leur siege social pour valider les informations reaues et creer un rapport pour le Service de la securite et tous les membres de laEUR(TM)equipe du bureau;
• Transmettre les informations sur les procedures daEUR(TM)ouverture et de fermeture au technicien AutoCAD pour mettre a jour les plans de location;
• Fournir un soutien a la coordonnatrice, Operations sur le systeme de notification daEUR(TM)urgence et les compteurs de presence;
• Mettre a jour les rapports dans les differents systemes;
• Gerer adequatement les documents numeriques et imprimes : classement, archivage, structures de dossiers, etc.; Mettre a jour le calendrier des vacances, des anniversaires et des anniversaires de service;
• Preparer, traduire et reviser divers documents en Franaais et en anglais:
• Effectuer toute autres taches connexes selon les directives.

Competences et aptitudes requises

• Diplame daEUR(TM)etudes secondaires ou diplame daEUR(TM)etudes collegiales (DEC) en secretariat ou bureautique;
• Cinq annees ou plus daEUR(TM)experience en secretariat ou en administration;
• Esprit daEUR(TM)initiative methodique et axe sur les details avec daEUR(TM)excellentes competences en organisation et en priorisation;
• Joueur daEUR(TM)equipe extraverti avec de solides competences interpersonnelles;
• Capacite a performer sous pression dans des delais serres;
• Capacite daEUR(TM)effectuer plusieurs taches a la fois et de gerer une variete de responsabilites dans un environnement en evolution rapide;
• Maatrise requise du Franaais et de laEUR(TM)Anglais ecrit et parle avec de solides competences en redaction daEUR(TM)affaires;
• Maatrise de la suite Microsoft Office (Word et Excel) ainsi que daEUR(TM)Office 365.

Key resposibilities

You will responsible to provide administrative support for the following activities :

• Rent relief process;
• AR process, 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;
• Specialty Leasing activities and for day to day items related to SL tenants (late opening);
• Lease collection, insurance certificates;
• Leasing of storage space;
• Leasing: budget process and reports.
• Support and monitor the DirectoraEUR(TM)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: collaborate with Security and other departments to validate the information and process required updates accordingly;
• Follow up with tenants and their head offices to validate information received and create a report for the Security Department and all office team members;
• Forward information on opening and closing procedures to the AutoCAD technician to update leasing plans;
• Provide backup for the Operations Assistant on the emergency notification system and footfall counters; update reports in different systems;
• Properly manage digital and print documents: filing, archiving, folder structures, etc.;
• Update the vacation, birthday and milestone calendar;
• Prepare, translate and review various documents in French and English;
• Carry out other related tasks as directed.

Key requirements

• High School or College diploma in secretarial studies or office automation;
• Five or more years of experience in secretarial work or 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 deadlines;
• Ability to multitask and handle a variety of responsibilities in a fast-paced environment;
• Fluency required in written and spoken French and English with strong business writing skills;
• Proficiency in Microsoft Office suite (Word and Excel) as well as Office 365.

Location:

On-site -Montreal, QC

If this job description resonates with you, we encourage you to apply even if you donaEUR(TM)t meet all of the requirements. WeaEUR(TM)re interested in getting to know you and what you bring to the table!

About JLL -

WeaEUR(TM)re JLLaEUR"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. ThataEUR(TM)s why weaEUR(TM)re committed to our purpose to shape the future of real estate for a better world. WeaEUR(TM)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 weaEUR(TM)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 weaEUR(TM)re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

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