Adjointe administrative / Administration Assistant Laurier Québec & Place Ste-Foy

Job title: Adjointe administrative / Administration Assistant Laurier Québec & Place Ste-Foy

Job description: About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 98,000 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. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’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 we’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 we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

• Assurer le soutien et le suivi des dossiers du directeur 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, mandat spéciaux, etc.;
• Préparer et valider le rapport de dépenses;
• Faire un suivi sur le statut des ententes de locations au sysytème;
• Assurer la mise à jour du dossier des demandes de commandites et faire le suivi des contributions acceptées;
• Assurer la vigie des certificats d’assurances des locataires et faire la mise à jour au système;
• Documenter les répertoires des photos des locataires;
• En collaboration avec l’adjointe, Opérations, mettre à jour la liste contact des locataires, valider les informations en collaboration avec la sécurité et les employés des autres services puis mettre à jour l’information dans le fichier central PDF et le système;
• Effectuer les suivis auprès des locataires et leurs sièges sociaux dans la validation des informations reçues et créer un rapport pour tous les membres du bureau pour l’équipe de sécurité;
• Transmettre les informations relatives aux notes d’ouverture et ou de fermeture au technicien AUTOCAD afin de mettre à jour les plans location;
• Agir en tant que relève à l’adjointe aux opérations sur le système de notification d’urgence ENS et pour les systèmes de compteurs d’achalandage et mettre à jour les différents;
• Assurer une bonne gestion des documents virtuels et physiques: classement, archivage, arborescence informatique, etc.;
• Préparer, traduire et vérifier des documents divers en anglais et en français;
• Effectuer toutes autres tâches connexes.

Connaissances et aptitudes requises

• DEC en secrétariat ou technique en bureautique;
• Un minimum de 5 ans d’expérience en secrétariat ou dans le domaine de l’administration;
• 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.

Specific accountabilities

• Support and monitor the Director’s projects and assist him in his tasks (scheduling, budgeting, action plan creation, strategic planning for the office, event reservations, team meeting planning, special projects, etc.);
• Prepare and check expense reports;
• Monitor the status of leasing agreements in system;
• Regularly update the sponsorship requests file and track accepted contributions;
• Make sure tenant insurance certificates are current; update system accordingly;
• Keep photographs of tenant premises organized;
• Regularly update relevant property information in system and maintain a history for future reference;
• In collaboration with the Receptionist and Operations Assistant, update the tenant contact list: work with Security and other departments to verify the information, then update the central PDF file and system 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 INFODEV, Unifier and RetailNext;
• Properly manage digital and print documents: filing, archiving, folder structures, etc.;
• Update the vacation, birthday and milestone calendar;
• Prepare, translate and check various documents in French and English;
• Carry out other related tasks as directed.

Key requirements

• College diploma (DCS) 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.

What you can expect from us

We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.

Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.

We can’t wait to see where your ambitions take you at JLL. Apply today!

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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 .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy .

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 . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
I want to work for JLL.

Company: Jones Lang LaSalle

Expected salary:

Location: Quebec City, QC

Job date: Sat, 08 Oct 2022 04:25:06 GMT

Job Source: Careerjet.ca

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