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Jones Lang LaSalle

Advises on and manages commercial real estate

Administrative Analyst

Facilities ManagementConfirmed live in the last 24 hours
Full-timeSão Paulo, State of São Paulo, BrazilNo salary listed

About the Job

Requirements

  • Technical or higher education, in progress or completed.
  • Previous experience as a project/program analyst, executive assistant, or in similar activities.
  • Fluency in Portuguese, with excellent grammar and proofreading skills.
  • Advanced English reading and writing skills.
  • Proficiency with Microsoft Office, including advanced Excel skills for data collection and chart creation.
  • Experience with work-order management systems and videoconferencing platforms such as Zoom, Teams, or Google Meet.
  • Ability to multitask and interpret written, oral, diagrammatic, or schedule-based instructions.
  • Interpersonal and communication skills suited to customer service across multiple leadership levels.
  • High accuracy and attention to detail, and ability to work independently in ambiguous circumstances.

Responsibilities

  • Respond to and resolve client associate requests courteously and promptly.
  • Maintain organized records, white papers, and program initiative files; participate in meetings, prepare detailed minutes, and distribute them to relevant participants.
  • Track priorities and action items to ensure timely delivery and maintain program momentum.
  • Manage third-party vendor performance against contractual goals, KPIs, and SLAs; oversee monthly work-order processes and invoice approvals.
  • Maintain regular contact and meetings with relevant vendors, reporting issues, recommendations, and cost estimates.
  • Support vendor management, contracting, and onboarding processes.
  • Support work-order resolution by liaising with internal clients to meet their needs under applicable SLAs.
  • Support weekly and monthly building inspections in coordination with the site Facilities Manager.
  • Create and update monthly presentations with key program notes and SLA performance charts for stakeholders and leadership.
  • Prepare monthly project updates and review budget documents for accuracy and completeness before submission.
  • Perform financial calculations, including discounts, interest, percentages, and profit/loss analysis, accurately.
  • Maintain ongoing supplies inventory, place replenishment orders, and monitor consumption trends to identify efficiency opportunities.
  • Manage the quality of conference facilities and contact the local facilities management team when needed.
  • Assist internal clients with meeting and conference room reservations, checking availability and access permissions.
  • Assist in organizing internal and external client events.
  • Support local procurement needs in coordination with the regional Sourcing and Procurement team.
  • Provide support and coverage to the Facilities Manager when appropriate or needed.
  • Identify opportunities to improve the effectiveness and efficiency of site Facilities operations.
  • Ensure compliance with the client's and JLL's EHS, security, and business conduct principles.
  • Communicate effectively in writing and verbally with clients, colleagues, and stakeholders, proactively building strategic relationships.

Desired Qualifications

  • Spanish is an advantage.
  • Previous experience in facilities or related real estate operations.
  • Proficiency with Smartsheet, including creating and managing dashboards.
  • Experience with Slack and other instant messaging software for team collaboration.
  • Experience with process improvement initiatives and template management in corporate environments.
  • Ability to be proactive and resourceful in developing comprehensive recommendations.
  • Experience with budget management and reviewing financial documents.
  • Knowledge of vendor management and contractual compliance requirements.

About the Company

Jones Lang LaSalle

Advises on and manages commercial real estate

Jones Lang LaSalle, known as JLL, advises property owners, occupiers and investors on commercial real estate worldwide. Its teams broker leases and property sales, arrange financing, value assets, manage buildings and workplaces, and oversee construction projects for businesses, institutions and governments. LaSalle Investment Management invests client capital in private property and real estate securities, while JLL Technologies develops workplace software and data tools. The company earns commissions, service fees, investment management fees and software revenue, with some client operating costs reimbursed through contracts. JLL took its current form through a 1999 merger and is headquartered in Chicago, Illinois.

Company size
10,001+
Company stage
IPO
Headquarters
Chicago, IL
Founded
1999

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