Administrative Assistant

Job summary

The Administrative Assistant will manage facilities operations, including purchase order processing, invoice reconciliation, and facility project coordination within the TRIRIGA system. They will also support month-end financial close activities and maintain vendor relationships while ensuring compliance with service agreements.

Job details

JLL empowers you to shape a brighter way. 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. Administrative Assistant for Facilities – JLL What this job involves: As an Administrative Assistant, you'll be the organizational backbone supporting our facilities operations at a dynamic client site in Markham, Ontario. This role sits at the intersection of finance, procurement, and facilities management, where your attention to detail and organizational expertise will directly impact operational excellence. You'll work alongside a diverse team of internal and external stakeholders, managing everything from purchase orders and invoice processing to facility project coordination in TRIRIGA. This position offers the opportunity to develop cross-functional skills while contributing to seamless facilities operations that support our client's business objectives. If you thrive in a fast-paced environment where accuracy meets collaboration, this role provides an excellent platform to grow your career with JLL. What your day-to-day will look like: Create, review, and submit purchase order requests while tracking PO status and following up on outstanding orders to ensure timely procurement Verify receipt of goods and services, process goods receipt entries, and perform 3-way matching (invoice, PO, goods receipt) to resolve billing discrepancies Manage facility projects in the TRIRIGA system, preparing required documentation (FPP, single source, Epic forms, Smartsheet requests) and providing weekly status updates Assist with month-end close activities and PO accruals by participating in accrual meetings and reconciling accruals against purchase orders and goods received Support vendor onboarding, request quotes, follow up on invoice submissions, and review BTAP outstanding invoices to maintain vendor relationships Maintain document libraries with critical process documentation and ensure compliance with SLA and Master FM Agreements Provide backup support for mail centre operations, processing incoming/outgoing courier packages and assisting with client inquiries Required Qualifications: University diploma or equivalent education Proficiency in Microsoft Office Suite, with strong Excel skills for data management and analysis Exceptional attention to detail with strong numerical accuracy and reconciliation capabilities Excellent organizational and analytical abilities to manage multiple priorities effectively Understanding of basic accounting principles and accruals processes Proven ability to work collaboratively with diverse internal and external stakeholders Strong communication skills for effective vendor and departmental coordination Preferred Qualifications: Experience with TRIRIGA facility management system Familiarity with Smartsheet for project tracking and collaboration Knowledge of Epic forms and related documentation processes Previous experience in procurement or purchase order administration Background in facilities management or related administrative support roles Experience with invoice processing and 3-way matching procedures Comfort with month-end financial close activities and reporting Location: Onsite – Markham, ON Estimated compensation for this position: 46,920.00 – 65,000.00 CAD per year This range represents the estimated base salary and actual compensation may differ. Final base salary is determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations. Some roles and employees may be eligible for discretionary bonuses, benefits, or other compensation. Location: On-site –Markham, ON Opening Type: New Role 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. JLL Privacy Notice 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 Candidate Privacy Statement. 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 HRSCLeaves@jll.com. 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.

What you’ll do

The Administrative Assistant will manage facilities operations, including purchase order processing, invoice reconciliation, and facility project coordination within the TRIRIGA system. They will also support month-end financial close activities and maintain vendor relationships while ensuring compliance with service agreements.

Requirements

Candidates must possess a university diploma or equivalent education along with proficiency in Microsoft Office, particularly Excel. Strong organizational skills, numerical accuracy, and an understanding of basic accounting principles are required for this role.

Listed skills

• Facilities Management · Preferred
• Financial Reconciliation · Preferred
• Attention to detail · Preferred
• Data analysis · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Microsoft Office Suite · Preferred
• Procurement · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Purchase order management
• Invoice processing
• Facilities management
• Data analysis
• Microsoft Office Suite
• Excel
• TRIRIGA
• Smartsheet
• Procurement
• Vendor management
• Financial reconciliation
• Accruals
• Communication
• Organizational skills
• Attention to detail

Job areas

• Administrative
• Finance & Accounting
• Consulting

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