JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies 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. En tant que Technicien(ne) en administration, vous serez responsable de fournir un soutien administratif essentiel à l'équipe de la propriété. Vous serez chargé de gérer les tâches administratives quotidiennes, de coordonner les opérations du bureau et de faciliter la communication interne et externe. CE QUE VOUS FEREZ Assurer le soutien et le suivi des dossiers de la directrice et l’appuyer dans ses tâches : planification d’agenda, préparation des budgets et plans d’action, participer à la planification stratégique du bureau, réservation d’évènements, planification des rencontres d’équipe, etc. Rédiger des lettres, avis, mémos et vérifier divers documents Accueillir les visiteurs au bureau d’administration Effectuer les différentes tâches administratives – courriers, commandes papeteries, colis, courrier recommandé, etc Assurer le soutien à la recherche de dossiers ou d’information dans les baux Coordonner les projets spéciaux assignés Assurer un suivi sur le statut des ententes de locations Assurer la vigie et obtenir les certificats d’assurances des locataires Naviguer dans les différents systèmes de gestion immobilière (Yardi, PayScan, VCard) afin de fournir les informations pertinentes à l’équipe Mettre à jour la liste contact des locataires, valider les informations en collaboration avec la sécurité et les employés des autres services Effectuer les suivis auprès des locataires et leurs sièges sociaux pour la validation des informations reçues Transmettre les informations relatives aux notes d’ouverture et ou de fermeture au technicien AUTOCAD afin de mettre à jour les plans location Assurer une gestion optimale des documents virtuels et physiques: classement, archivage, arborescence informatique, etc. Effectuer toutes autres tâches connexes CE QUE NOUS RECHERCHONS DEC en secrétariat ou technique en bureautique ou toute autre formation pertinente Un minimum de 3 à 5 ans d’expérience en soutien administratif ou dans le domaine de la gestion Bonne gestion des priorités, sens de l’organisation, initiative, rigueur et minutie Compétences en relations interpersonnelles, entregent et esprit d’équipe Capacité de travailler sous pression avec des échéanciers serrés Capacité à mener plusieurs tâches de front et à mener différentes activités dans un environnement où tout se déroule à un rythme rapide Bilinguisme (obligatoire) : français et anglais parlé et écrit, habileté en rédaction Maitrise de la suite MS Office (Word et Excel) ainsi qu’Office 365 CE QU'IL Y A POUR VOUS Joignez vous à un chef de file du secteur et façonnez l’avenir de l’immobilier commercial Des investissements massifs dans les technologies de pointe afin d’optimiser votre travail Un régime d’avantages sociaux complet et concurrentiel Un milieu de travail stimulant, conçu pour votre croissance et votre bien-être 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.) -- As an Administrative Technician, you will be responsible for providing essential administrative support to the property team. You will be in charge of managing daily administrative tasks, coordinating office operations, and facilitating internal and external communication. WHAT YOU’LL BE DOING Support and monitor the General Manager’s projects and assist her in her tasks (scheduling, budgeting, action plan creation, strategic planning for the office, event reservations, team meeting planning, special projects, etc.) Write letters, memorandums and/or notices and review documents Perform various administrative tasks – courier, order office supplies, parcel and postage, etc. Make sure tenant insurance certificates are current; update the system accordingly Regularly update relevant property information in the system and maintain a history for future reference Coordinate assigned special projects Follow up on the status of lease agreements Update the tenant contact list: work with Security and other departments to verify the information, then update the central PDF file and systems accordingly Navigate the different property management systems (Yardi, PayScan, VCard) to provide the relevant information to the team Follow up with tenants and their head offices to validate information received Forward information on opening and closing procedures to the AutoCAD technician to update leasing plans Properly manage digital and print documents: filing, archiving, folder structures, etc. Prepare, translate and proofread various documents in French and English Carry out any other related tasks as directed WHAT WE’RE LOOKING FOR College diploma (DCS) in secretarial studies or office automation Three to Five years of experience in administrative support 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 WHAT’S IN IT FOR YOU Join an industry leader and shape the future of commercial real estate Deep investment in cutting-edge technology to power your work Comprehensive and competitive benefits plan A supportive, caring and diverse work environment designed for your growth and well-being 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 the requirements. We’re interested in getting to know you and what you bring to the table! 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. For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here. 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 contact us at Accommodation Requests. 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. Activate your Personal Job Alerts now and receive opportunities as soon as they are advertised. If you're a current JLL employee, please apply using the Internal Career Site At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.
