Office Assistant

Our people at JLL and 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.

Location:

Phoenix Corporate Office

Reports to:

Operations Director

JLL is looking for an Office Assistant to join our winning team of professionals in our Phoenix Corporate Office. Duties performed may include a broad range of complex tasks involving confidential or technical information. This position requires a person who can be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.

• Coordinate office operations in partnership with local leadership team
• Drive office culture, client experience and employee experience each day
• Welcome guests and be the front face of the corporate office
• Coordinating conference room reservations, assist in AV setup or conference room setup as needed
• Answer all calls to JLL main line, conduct basic CoStar searches for property information as needed
• Process commission checks daily
• Assist with event planning and setup/teardown for office events (i.e. holiday party, large meetings, happy hours, etc.)
• Pick-up, drop-off, prepare postage/labels for mail/UPS/Fed Ex, courier services, etc.
• Order, maintain and organize all kitchen and office supplies; conduct regular inventory audits
• Coordinate vendor services, including: janitorial, mailroom, copier services, parking, badging, and conference rooms
• Prepare and track vendor payments – periodical subscriptions, headshots photography, etc.
• Partner with building management and building security as needed
• Manage any parking validations if applicable
• Coordinate security access cards for employees, guests and vendors
• Housekeeping Duties (i.e.: maintain café area, load/unload dishwasher, coffee machine maintenance, etc.)
• Welcome and support new hire employees on their first day
• Resolving any printer/copier issues
• Coordinate and manage workspace moves
• Maintain and distribute office spreadsheets (i.e.: contact lists, organization charts, etc.)
• Respond and follow through to requests for information and communicate with all levels of management with minimal supervision
• Other duties as assigned

• 1-3 years administrative/facilities experience supporting multiple people (preferably in the commercial real estate industry)
• College degree or commensurate experience preferred
• Demonstrate a high level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook
• Interpersonal savvy – relates well to all kinds of people inside and outside the organization and uses tact and diplomacy
• Capability to master company specific database software, mapping, CoStar, and Adobe Creative Suite (specifically Acrobat), familiarity with Canva is a plus
• Demonstrated capacity to multi-task in a fast-paced, professional environment
• Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can comfortably handle risk and uncertainty
• Learning on the fly – learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoys the challenge of unfamiliar tasks
• Excellent customer service and relationship building skills
• General accounting clerk skills
• Have a working knowledge of Audio-Visual…