Business Support, Administrative Services

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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.

Role: Administrative Assistant - B2

Position Summary

The Administrative Assistant provides mid-level administrative, reception, and operational support to maintain an efficient, organized, and client-focused office environment. This role supports daily operations including visitor management, meeting coordination, inventory oversight, document management, and cross-team administrative support. The role upholds Visa’s Leadership Principles: Integrity, Client-Centricity, Collaboration, Excellence, and Innovation. The Administrative Assistant will directly reports to the Office Manager.

Key Responsibilities

1. Reception & Front Desk Management

- Serve as primary contact for guests, employees, and vendors.

- Manage phone lines, emails, courier services, and deliveries.

- Oversee visitor registration and security procedures.

- Maintain cleanliness and readiness of reception and common areas.

2. Meeting & Event Support

- Coordinate meeting room bookings, set-up, equipment, and refreshments.

- Support internal and client-facing meetings with professionalism.

- Prepare meeting documents, materials, and guest arrangements.

3. Inventory & Office Supplies Management

- Maintain and monitor office, pantry, cleaning, and merchandise inventory.

- Conduct monthly inventory checks and ensure timely replenishment.

- Liaise with vendors for procurement, deliveries, and stock management.

4. Filing, Recording & Documentation

- Manage systematic filing of documents (physical and digital).

- Ensure proper scanning, uploading, and securing of documents.

5. Administrative & Operational Support

- Assist with onboarding/offboarding processes.

- Manage courier bookings and coordination for deliveries.

- Partner with Facilities for office maintenance, safety, and compliance.

- Uphold Visa's standards for confidentiality and operational excellence.

Key Competencies (Visa Leadership Principles)

- Client-Centric Mindset: Provides service excellence to internal and external stakeholders.

- Integrity & Compliance: Handles sensitive information responsibly.

- Collaboration: Works productively with cross-functional teams.

- Operational Excellence: Ensures accuracy, timeliness, and quality.

- Innovation & Continuous Improvement: Identifies opportunities to optimize workflows.

Qualifications & Requirements

- Bachelor’s degree or equivalent experience.

- 3-5 years experience in administrative, office management, or operations roles.

- Strong communication, organizational, and multitasking skills.

- Proficiency in MS Office (Outlook, Word, Excel, Teams).

- High discretion, professionalism, and attention to detail.

- Ability to thrive in a fast-paced, multinational environment.

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.

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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 [email protected]. 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.