Sector Administrative Manager

JHD Sàrl is a family business active in the field of cleaning, maintenance and management of services for buildings and professional sites.

As part of the reorganisation and development of our Concierge department, we are looking for a 100% Sector Administrative Manager to join our team in Ecublens.

Are you looking for an administrative position that is not limited to managing files behind a screen? Do you enjoy client contact, coordination, organisation and like to find solutions when unforeseen events arise?

We offer you a versatile and responsible role, in which you ensure the follow-up of your own portfolio of buildings while working closely with your manager, your partner and our field teams.

As a Sector Administrative Manager, you ensure the administrative management and operational follow-up of an assigned portfolio of buildings.

You are one of the main points of contact between our clients and property management companies, our operational teams and the administration.

You follow up on requests concerning your portfolio, coordinate the various interventions and ensure the smooth flow of information until the requests are resolved.

Your main tasks

Management and follow-up of your portfolio

• Handle client and management requests and ensure their follow-up
• Coordinate requests related to the different buildings
• Maintain regular communication with clients and various stakeholders
• Follow up on requests until resolution and carry out necessary reminders
• Keep information and documents related to the buildings up to date
• Ensure the follow-up of keys, access, codes and information specific to the different sites
• Prepare communications intended for residents when interventions are planned

Coordination with our field teams

• Transmit information and requests daily to operational teams
• Create, modify and monitor work sheets
• Plan and coordinate periodic and occasional interventions
• Update various schedules
• Ensure follow-up of intervention feedback
• Coordinate urgent or unforeseen requests
• Ensure teams have the necessary information to properly carry out their services

Administrative follow-up of services

• Check and process work sheets
• Ensure administrative follow-up of contractual and occasional services
• Prepare and check elements necessary for invoicing
• Ensure filing and traceability of documents
• Keep data up to date in our various management tools

Planning and organisation

• Plan the various periodic services related to the buildings
• Prepare and adapt schedules according to client requests
• Coordinate interventions with teams and various partners
• Anticipate deadlines and ensure necessary reminders

Client relations

• Be a key point of contact for clients and management of your portfolio
• Respond to routine requests and ensure their follow-up
• Identify additional needs and pass them on to your manager
• Participate in the administrative follow-up of offers and additional services
• Ensure professional, responsive and solution-oriented communication

General administration and reception

Reception management is an integral part of our team’s operation and is jointly handled by the two managers.

You also participate in:

• Managing telephone calls and emails
• Welcoming visitors, suppliers and delivery personnel
• Receiving and distributing mail
• Receiving goods
• Transmitting information to various departments
• Various administrative tasks necessary for the smooth running of the department

Working as a pair

You work alongside a second Sector Administrative Manager holding the same position.

Each is responsible for their own portfolio of buildings, while working closely together to ensure continuity of service and mutual replacement in case of absence.

You also benefit from the support and supervision of the department manager for decisions, particular situations and files requiring arbitration.