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Administrative Assistant - Facilities

JLL Saint Paul Full-Time
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Administrative Assistant - Facilities

Hours: 8:30 AM - 5:00 PM, Monday - Friday


Directly support the Facility Management team with on-going facility and team related responsibilities, including, but not limited to:

  • Demonstrate confidence, professionalism, responsiveness and exceptional customer service skills.
  • Use good business judgment when responding to the needs of clients, both internal and external.
  • Communicate professionally, in a clear and concise manner and display a professional appearance.
  • Manage the main receptionist console (switchboard), including greeting guests.
  • Ensure the delivery of inbound and outbound mail, express packages, and messenger orders.
  • Support functions of the reception desk throughout the course of the day, including opening and closing procedures along with administrative duties of photocopying, scanning, and filing.
  • Submit facility work orders to the proper provider as directed on a timely basis.
  • Track progress of work orders submitted to monitor status.   Report open issues to Facility Management team.
  • Assist with the coordination and scheduling of preventative maintenance activities.
  • Inventory, order and stock kitchen and office supplies.
  • Process and file office invoices for approval. Coordinate with vendors to correct discrepancies and ensure timely payment.
  • Assist occupants in scheduling conference rooms and A/V equipment using the online conference

management system or other reservation system.

  • Provide conference room support to include room set-up, technology support including AV, catering orders, supplies and clean up.
  • Participate in various employee onboarding requirements including the preparation of employee name signage, assign access cards, assigning phone extensions, emergency procedure documents, information packets, etc.
  • Support emergency preparedness plans of the office including participation or leadership of the emergency team.
  • Additional duties as assigned


  • Excellent interpersonal, communication, problem-solving and organization skills.
  • Knowledge of Microsoft office (Word, Excel, PowerPoint, Outlook).
  • Understanding of office technology, systems and equipment.
  • Basic understanding of routine accounting methods.
  • Bachelor's degree or equivalent preferred.

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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 URL blocked - click to apply. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our URL blocked - click to apply page > I want to work for JLL.


Recommended skills

Switchboard Operator
Microsoft Access
Microsoft Excel
Professional Attitude


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Administrative Assistant - Facilities
Estimated Salary: $69K
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