Business Support, Administrative Assistant

More information on the job description:

General:

• Provide full administrative support to your assigned team within your local office.
• Provide support to the national PDS business support team as required, i.e., ad hoc sickness and annual leave cover. To include support to wider teams in local offices as required and matrix reporting to local office manager/lead.
• Coordinate with the offshore PDS Business Support team in the JLL Business Services Function (JBS) for designated tasks and business processes. Example tasks include but not limited to:
  • Booking travel and processing expenses
  • Scheduling meetings, booking meeting rooms, and coordinating refreshments as required.
  • Typing and formatting of technical reports and presentations. Utilizing other remote options such as backup typing as necessary.
  • Document production using Microsoft Office 365 software including Nitro/Adobe.
• In due course, undertake surveying executive responsibilities following appropriate training. Including but not limited to specialized tasks such as construction contract coordination and other technical functions as required by the business.
• Be fully conversant with all available JLL systems and tools and provide support to your team in line with best practice. Embrace JLL ChatGPT and AI tools to enhance your daily productivity and streamline work processes.
• Coordination of new starters/leavers process in conjunction with PDS Operations team and local office protocols.
• Set up project files and maintain accurate filing according to the PDS CloudFirst document management protocol.
• Maintain the Integrated Management System (IMS) audit log via PDS Operations to ensure comprehensive tracking and compliance.
• Maintain accurate equipment records and inventory management via the PDS Operations team.
• Maintain client contact details in CRM system, i.e., Salesforce.
• Deal with staff and client queries as required.

Communications:

• Coordinate and distribute team communications, announcements, and policy updates.
• Actively facilitate communication flow between local office, national business support, and operational teams.
• Manage team distribution lists and ensure accurate contact information.
• Maintain professional telephone and email etiquette as first point of contact.
• Organize and coordinate internal team meetings.
• Prepare meeting materials, agendas, and presentation packages in accordance with best practice QA and branding standards.
• Prepare and distribute meeting minutes and action item summaries using JLL GPT.
• Serve as a communication bridge between technical teams, management, and support functions.
• Coordinate with other JLL departments (HR, IT, Finance) for team requirements.
• Coordinate with the PDS Pursuits Team for timely marketing collateral updates (including CVs, Case Studies, etc.).

Financial & Business Intelligence:

• Process Purchase Orders, Speedchart numbers, and third-party consultant costs as required.
• Maintain Salesforce opportunity data and update previous entries to ensure accuracy of pipeline and close once secured/lost.
• Maintain Certinia project data to ensure accuracy of secured work, i.e., correct project end date, billing milestones to include correct naming convention, delivery owner, market, budgets, etc.
• Assist with financial reporting and reconciliation, i.e., recoverable expenses, third-party costs, invoices requiring evidence for the purpose of revenue recognition, etc.
• Support the monthly forecast collation process using Salesforce and Certinia.
• Support month-end and quarter-end closing activities.
• Monitor financial metrics and actively drive progression through to completion, i.e., aged debts, accruals, items pending revenue recognition.
• Actively drive the timely submission and approval of timecards (if applicable to the business line you support).
• The above tasks are to be undertaken within the timelines outlined by PDS Operations to ensure a coordinated approach to data accuracy across the national business.
• Maintain vendor relationships.

Desired or preferred experience and technical skills:

• Administration experience essential.
• Excellent knowledge of MS Sharepoint, Teams, Word, Excel, PowerPoint, Outlook, and Nitro/Adobe PDF. Knowledge and willingness to use JLL GPT and other AI tools.
• Excellent knowledge of office administration software such as Salesforce, Certinia, Workday, Peoplesoft, and Qualtrics (training will be provided where required).
• Comfortable learning new systems and willing to be an early adopter including AI tools.
• Ability to prioritize workload with an attention to detail and willingness to complete tasks in a timely and efficient manner.
• Great organization skills with the ability to delegate effectively.
• An appreciation of Quality Assurance protocols and the ability to implement effectively.
• A confident and proactive approach to work with excellent communication and strong interpersonal skills.
• Customer-focused and client (staff) care.
• Ability to work independently with minimal supervision.

Location:

On-site – London, GBR

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.

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