Adjoint(e) administratif(ve), Gestion de propriété Administrative Assistant, Property Management

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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 lexcellence 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 durgence tout en établissant de solides relations avec divers intervenants. Ce poste vous offre lopportunité 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 déquipe 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 dassurance 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 daccès la gestion du courrier du bureau 320 et la préparation de colis pour expédition

• Soutenir lengagement 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 lachat et linventaire des fournitures de bureau pour le bureau 320 agir comme personne-ressource suppléante pour le système de notification durgence et maintenir les listes de contacts des locataires et les absences de léquipe

Qualifications requises :

• DEC en secrétariat ou technique en bureautique avec minimum 3 ans dexpérience 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 loral et à lécrit 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 lorganisation et rigueur dans lattention 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 limmobilier commercial

• Familiarité avec les systèmes de notification durgence et la conformité en matière de santé et sécurité

*Interactions orales et/ou écrites avec des locataires ou partenaires externes basés à lextérieur du Québec (par exemple fournisseurs de services cabinets davocats pairs banquiers firmes de courtage firmes danalyse 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 youll embody JLLs 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. Youll 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:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were 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 yourepursuing.

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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 . 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.