Admin Executive

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.

What this job involves

To support the Centre Management Team in delivering efficient day‑to‑day operations through strong administrative control, accurate financial management, and responsive tenant engagement.

This role ensures compliance with MCST requirements, timely processing of accounts and contracts, effective coordination with vendors, and smooth execution of meetings and statutory events.

Additionally, the role provides leadership to the Concierge team to maintain a professional front‑of‑house experience and uphold service quality across the development.

What your day-to-day will look like

Administration

• Manage the application and sale of season, hourly and complimentary parking tickets including handling all enquiries, verifying, billing and reconciling payments.
• Oversee End‑of‑Trip facilities (bicycle parking, lockers, showers) including user records, access control, servicing and cleanliness.
• Maintain proper office filing system (soft & hard)
• Assist immediate supervisor in procurement including obtaining quotations for related work and services.
• Prepare and follow up on Expense Approval process.
• Assist to track and update expenses where applicable.
• Assist in contracts management and documentation.
• Track and monitor term contracts and licence expiries for all properties under our care.
• Assist to prepare Council meeting slides and minutes.·       Assist to prepare monthly management reports.
• Prepare and coordinate AGM/EGM documents, registration lists, and minutes for all multiple entities.
• Coordinate vendors such as copier/printer services, traffic marshall, water dispenser suppliers, and other building contractors.
• Organize/co-ordinate meetings and events as required.
• Keep track and maintain items necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.
• Provide administrative support to Centre Management Team, such as calls, typing and filing, etc.
• Perform any other duties assigned by the immediate supervisor.

Finance

• Prepare monthly invoices and reminders for MCST and sub-MCs.
• Update debtor ledgers and respond to owner/tenant billing queries.
• Maintain full set of accounts for all three entities, including bank reconciliation and payment processing.
• Process payments to suppliers within the credit terms given or as requested by the clients.
• Maintain proper records of notes to the account of all balance sheet items including deposits, prepayments, accruals, creditors, recoverable and provisions.
• Support annual financial audit requirements for all three entities.

Tenant Relations

• Handle escalated feedback from tenants, work with respective person-in-charge to resolve the issue timely and as a team.
• Assist in conducting annual tenant surveys for office and retail tenants including developing the survey forms, soliciting participation/response, providing analyses, suggestions to improve service level and follow up with tenants on appropriate responses.
• Maintain and update tenants’ contact information regularly. These include directory listings, mailing list, key contact person, emergency contacts, fire wardens, etc.
• Carry out ad-hoc tasks that may be assigned as when needed.

Concierge Operations

• To lead, guide and mentor the Concierge to deliver consistent and good performance.
• Train new concierge on roles and responsibilities including system operations.
• Ensure all payments are processed and paid timely.

Required Qualifications & Experience:

• Minimum 2 years of working experience in administrative and finance support roles, with hands‑on experience in documentation handling, billing processes, basic accounting tasks, vendor coordination, and office administration.
• Excellent interpersonal skills to manage diverse range of service providers and Client representatives.
• Possess strong verbal and written communication skills. 
• Experienced in handling administrative work.
• Possess initiative and professionalism with the ability to organize, prioritize work and work independently.
• Able to multi-task with good time management skills.

Location:

If 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.

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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.