Administrative Services-B2

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.

Primary Responsibilities

Visitor and Client Management

• Greet all visitors warmly and professionally
• Manage visitor sign-in process and issue visitor badges
• Notify employees of guest arrivals
• Maintain visitor logs and ensure compliance with security protocols
• Create a welcoming environment for all guests

Telephone and Communication Management

• Answer and direct incoming calls to appropriate departments or individuals
• Take accurate messages and relay information
• Manage the main reception phone line
• Handle general inquiries and route information efficiently

Administrative Support

• Manage incoming and outgoing mail and courier services
• Maintain reception area organization and cleanliness
• Coordinate meeting room bookings
• Provide general administrative assistance to various departments

Security and Access Control

• Serve as liaison with building security personnel
• Maintain awareness of emergency procedures
• Act as first responder during building emergencies

Facility Coordination

• Report maintenance issues to facilities management
• Coordinate repairs or services as needed
• Manage office supplies for common areas
• Ensure reception area reflects professional standards

Billing and Invoice Processing

• Collect and organize invoices from vendors and service providers
• Verify invoice accuracy against purchase orders and delivery receipts
• Code invoices to appropriate cost centers or accounts
• Route invoices to proper approvers for authorization
• Track invoice status and follow up on pending approvals
• Submit approved invoices to accounts payable for processing
• Maintain billing records and filing systems
• Monitor payment deadlines to avoid late fees
• Reconcile monthly statements from regular vendors
• Handle billing inquiries from vendors and internal departments
• Generate billing reports for management review
• Process credit memos and invoice corrections
• Coordinate with finance team on billing discrepancies

Records and Data Management

• Maintain accurate visitor logs
• Manage contact directories and employee information
• Update emergency contact information
• Handle basic data entry tasks
• Maintain confidentiality of sensitive information

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.

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 HRSCLeaves@jll.com. 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.