Business Support, Administrative Assistant

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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.   

JLL

Our people at JLL and JLL Technologies 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

General

• Provide full administrative support to the team in the office.  
• 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. Utilising other remote options such as backup typing as necessary.  

• Document production using Microsoft Office 365 software including Nitro/Adobe. 

• Co-ordination of new starters/leavers process in conjunction with PDS Operations team and local office protocols.  
• Set up project files and maintain accurate filing according in iManage 
• Maintain accurate equipment records and inventory management
• 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 
• Organise 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 as required 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
• Maintain vendor relationships 

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed togethe