Administration Executive

  • Full Time
  • Colombo

Website JLL

Major Responsibilities
• Assist the Property Manager in the preparation and updating of daily, weekly, and monthly reports and resident communications
• Attend meetings upon request and manage Function Hall and other Bookings.
• Perform required tasks about special projects where necessary, as directed by the Council or the Property Manager. (E.g. Preparing tender documents, and agreements, updating insurance policies, etc.).
• Manage & update the Summary (in tabular form) of all Contracts / Agreements of the Condominium Complex.
• Checking invoices of vendors and suppliers before submission for approval.
• Develop and maintain a filing system, ensuring confidentiality and access only per authority schedule & ensuring filing is always up to date.
• Sending Debtor reminders and follow up with Accountants and residents.
• Monitor Administration Issues (critical dates, scheduled charges, Security Deposit tracking etc.).
• Processing of all vendor payments including client interaction and statutory compliances.
• Coordinating with the Accounts Department about payment of all utility bills
• Handling the petty cash account and managing the administration budget
• Compliance with regulations/requirements of JLL Management.
• Mitigation of tasks as per the action plan agreed between JLL and Emperor Management Council.
• Assisting in general administrative activities.
• Assist the Help Desk as required.
• Preparation of vendor/client contact list including emergency contact list.
• Responsible for office stationery management & inventory record-keeping
• Responsible for effective communication with house owners including preparation of General Notices
• Taking down notes and preparing minutes of Weekly, Monthly and Annual General Meetings (AGM) and Emergency General Meetings (EGM)
• Prepare and circulate meeting minutes of the Council and JLL Management.
• In-house/outsourced staff HR functions – Maintain personnel files and other documentation.
• Preparing monthly attendance records for all the staff members (JLL & Vendor staff).
• Preparing the Daily & Monthly Management Reports

Sound like you? To apply you need to be:

Knowledgeable And Experienced

Do you have a diploma/degree in facilities management/administration/hotel school? Do you have one to three years of experience in residential property management? Are you an ace in Microsoft Office Software? If you say yes to all these, then we are more than happy to work with you.

Professional and efficient

An ideal candidate is well-versed in both oral and written communication and possesses positivity and a can-do attitude. Likewise, an excellent Admin Executive effectively resolves conflicts while maintaining professionalism in the process. Most importantly, an ideal candidate can efficiently work in a fast-paced environment and has a solid know-how of the most recent technology. If you have all these qualities, then you are what we’re looking for.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today

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