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), Gestion de propriété – JLL
En quoi consiste ce poste :
En tant que point de contact essentiel pour les clients, locataires et fournisseurs, vous incarnerez l'excellence professionnelle de JLL tout en offrant un service exceptionnel dans un environnement dynamique de gestion immobilière. Ce poste bilingue combine coordination administrative, relations avec les locataires et gestion des installations pour assurer des opérations quotidiennes fluides. Vous soutiendrez une équipe collaborative au centre-ville de Montréal, gérant tout, de la réconciliation financière aux notifications d'urgence, tout en établissant de solides relations avec divers intervenants. Ce poste vous offre l'opportunité de démontrer votre expertise organisationnelle et vos compétences en communication bilingue dans un contexte immobilier dynamique où votre souci du détail a un impact direct sur la satisfaction des clients et le succès opérationnel.
À quoi ressemblera votre quotidien :
Agir comme contact principal pour les locataires, clients et fournisseurs via téléphone et plateformes numériques (Building Engine, Prism), répondre aux demandes de service et coordonner les communications concernant les tests mensuels, fermetures, travaux et urgences
Gérer les fonctions administratives complètes incluant la planification des rencontres d'équipe, la préparation et validation des rapports de dépenses, le maintien des systèmes de classement virtuels et physiques, et la préparation de documents bilingues
Assurer les opérations financières incluant la facturation mensuelle des services aux locataires, la réconciliation des comptes, la création de bons de commande, la codification des factures dans Yardi, les dépôts de chèques de loyer et le suivi des dépenses communes du bureau 320
Surveiller et mettre à jour les certificats d'assurance des locataires et fournisseurs dans les systèmes Prism et SharePoint tout en assurant la conformité aux politiques de santé et sécurité
Coordonner les tâches de gestion des installations incluant les réservations de salle de conférence et gym, les opérations des casiers Expedibox, les demandes de cartes d'accès, la gestion du courrier du bureau 320 et la préparation de colis pour expédition
Soutenir l'engagement des locataires par des communications claires et professionnelles, commander des fleurs pour nouveaux locataires et renouvellements, coordonner les activités et assurer la formation sur la plateforme HB Login
Gérer l'achat et l'inventaire des fournitures de bureau pour le bureau 320, agir comme personne-ressource suppléante pour le système de notification d'urgence, et maintenir les listes de contacts des locataires et les absences de l'équipe
Qualifications requises :
DEC en secrétariat ou technique en bureautique avec minimum 3 ans d'expérience en secrétariat ou administration
Maîtrise de la suite MS Office (Word, Excel), Office 365, PRISM et DocuSign/Adobe Acrobat Sign
Connaissance des systèmes de gestion immobilière incluant Yardi et Building Engine
Bilinguisme obligatoire (français et anglais), à l'oral et à l'écrit, avec excellentes aptitudes en rédaction pour les interactions avec les partenaires externes hors Québec (fournisseurs, cabinets juridiques, institutions financières)
Excellente gestion des priorités, sens de l'organisation et rigueur dans l'attention aux détails
Qualifications préférées :
Fortes compétences interpersonnelles avec capacité démontrée à établir des relations positives avec divers intervenants
Capacité avérée à travailler sous pression avec des échéanciers serrés dans des environnements dynamiques
Aptitude à gérer plusieurs tâches simultanément tout en maintenant qualité et précision
Expérience en relations avec les locataires et coordination des installations dans l'immobilier commercial
Familiarité avec les systèmes de notification d'urgence et la conformité en matière de santé et sécurité
*Interactions orales et/ou écrites avec des locataires ou partenaires externes basés à l’extérieur du Québec (par exemple, fournisseurs de services, cabinets d’avocats, pairs, banquiers, firmes de courtage, firmes d’analyse de crédit, agences de crédits, clientèle non-francophone, etc.)
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Administrative Assistant, Property Management – JLL
What this job involves:
As the vital first point of contact for clients, tenants, and suppliers, you'll embody JLL's professional excellence while delivering exceptional service in a dynamic property management environment. This bilingual role combines administrative coordination, tenant relations, and facilities management to ensure seamless daily operations. You'll support a collaborative team in downtown Montreal, managing everything from financial reconciliation to emergency notifications, while building strong relationships across diverse stakeholders. This position offers the opportunity to showcase your organizational expertise and bilingual communication skills in a fast-paced real estate setting where your attention to detail directly impacts client satisfaction and operational success.
What your day-to-day will look like:
Serve as primary contact for tenants, clients, and suppliers via phone and digital platforms (Building Engine, Prism), responding to service requests and coordinating communications about monthly tests, closures, construction work, and emergencies
Manage comprehensive administrative functions including scheduling team meetings, preparing and validating expense reports, maintaining virtual and physical filing systems, and preparing bilingual documents
Handle financial operations including monthly tenant service invoicing, account reconciliation, purchase order creation, invoice coding in Yardi, rent check deposits, and tracking common expenses for office 320
Monitor and update tenant and supplier insurance certificates in Prism and SharePoint systems while ensuring compliance with health and safety policies
Coordinate facilities management tasks including conference room and gym bookings, Expedibox locker operations, access card requests, mail handling for office 320, and package shipping preparation
Support tenant engagement through clear professional communications, ordering flowers for new tenants and renewals, coordinating activities, and providing training on the HB Login platform
Manage office supply purchasing and inventory for office 320, act as backup for the emergency notification system, and maintain current tenant contact lists and team absence tracking
Required Qualifications:
DEC in secretarial studies or office technology with minimum 3 years of experience in secretarial work or administration
Proficiency in MS Office suite (Word, Excel), Office 365, PRISM, and DocuSign/Adobe Acrobat Sign
Knowledge of real estate management systems including Yardi and Building Engine
Bilingualism (French and English) required, both oral and written, with excellent writing skills for interactions with external partners outside Quebec (suppliers, law firms, financial institutions)
Excellent priority management, organizational skills, and rigorous attention to detail
Preferred Qualifications:
Strong interpersonal skills with proven ability to build positive relationships with diverse stakeholders
Demonstrated capacity to work under pressure with tight deadlines in dynamic environments
Ability to manage multiple simultaneous tasks while maintaining quality and accuracy
Experience with tenant relations and facilities coordination in commercial real estate settings
Familiarity with emergency notification systems and health and safety compliance protocols
*Oral and/or written interactions with tenants or external partners based outside Quebec (for example, service providers, law firms, peers, bankers, brokerage firms, credit analysis firms, credit agencies, non-French-speaking clients, etc.)
Location:
On-site –Montreal, QC
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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