Business Administration Manager

JLL; City of Brisbane; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Great employee discounts off fitness,

18 weeks paid maternity leave

Private Health Insurance Discounts

Active Social Club

Employee assistant program

Novated Lease for EV cars

Career Opportunities with Australia\'s

Premium offices

Job summary

JLL is seeking an experienced Senior Administrator/Executive Assistant to support the Office & Industrial leadership across Victoria and Queensland. You’ll backbone executive operations, governance, and business development coordination, ensuring governance, compliance, and efficient processes.

Role requires 5+ years in senior admin/EA, adept diary management, travel planning, and cross-functional collaboration. Proficiency in MS Office and SharePoint is essential.

Qualifications

• 5+ years in a senior administration, business management, or executive assistant role with project coordination.
• Proven ability to implement process improvements and standardize administrative practice across teams.
• Strong project management skills with ability to lead multiple initiatives under pressure.
• Advanced proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent calendar management and professional communication across all levels.
• Experience with complex stakeholder coordination and accurate deliverables.

Responsibilities

• Provide executive support to multiple Executive Directors, including diary management and travel coordination.
• Coordinate high-stakes meetings, agendas, venues, tech, registrations, catering, and minutes.
• Maintain and improve systems like the Management Agreements Library and SharePoint repositories.
• Act as Real Estate License Champion, monitoring status and coordinating renewals.
• Support business development by coordinating pitches and updating BD collateral.
• Develop standardized administrative processes and drive technology adoption.
• Coordinate internal/external events and onboard new team members with training.

Skills

Executive support

Project coordination

MS Office

Calendar management

Stakeholder management

Data analysis

C-suite interaction

Tools

SharePoint

BD tracker

Job description

Shaping the future of real estate for a better world!

At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.

We bring to life see a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.

JLL is a global leader in helping clients envision where people live, work, play, shop, and eat.

What this opportunity involves:

This is a pivotal business management role supporting our Office & Industrial leadership team across Victoria and Queensland. You'll be the operational backbone for Executive Directors and senior Property Management teams, ensuring seamless administrative excellence, governance oversight, and business development coordination. Your work will span executive support, compliance management, systems administration, and strategic project delivery. At JLL, we are collectively shaping a brighter way - for our clients, ourselves and our fellow employees - and this role is central to enabling that vision. You'll implement standardized processes, champion technology adoption, maintain critical business systems like our Management Agreements Library, and coordinate business development activities that drive growth. This position requires someone who thrives in a fast-paced environment, can juggle multiple priorities with ease, and brings both strategic thinking and meticulous execution to everything they touch. We believe the most effective teams are built when everyone is empowered to thrive, and you'll play a key role in creating the infrastructure that allows our senior leaders and their teams to focus on what they do best.

Key Responsibilities include:

Provide comprehensive executive support to multiple Executive Directors, including sophisticated diary management, complex travel coordination across domestic and international destinations, and expense reconciliation in line with JLL policies

Prepare for and coordinate high-stakes meetings by developing agendas, arranging venues and technology, managing guest registration and catering, capturing detailed minutes, and following through on action items to ensure accountability

Maintain and continuously improve critical business systems including the Management Agreements Library, SharePoint document repositories, organizational charts, contact databases, and the BD tracker/pipeline tool

Act as Real Estate License Champion for Office & Industrial VIC & QLD, monitoring license status across the team, coordinating renewals, and liaising with the legal team to ensure ongoing compliance

Support business development initiatives by coordinating pitch meetings, compiling submission content from the Pursuits library, researching market opportunities and prospective clients, and keeping all BD collateral current and compelling

Develop and implement standardized administrative processes and best-practice guidelines that enhance efficiency and consistency across the business, championing new technology to drive adoption and continuous improvement

Coordinate internal and external events including team meetings, segment reviews, client functions, conferences, and team-building activities that strengthen relationships and build culture

Support onboarding and induction of new team members, providing training on JLL systems and processes, and assisting with the coordination and tracking of ongoing professional development programs

Collaborate closely with the PM National Business Operations Manager and support staff across segments, accepting delegated responsibilities and contributing to ad-hoc projects that enhance overall business performance

Sounds like you? This is what we're looking for:

Minimum 5 years' experience in a senior administration, business management, or executive assistant role with demonstrated project coordination capabilities

Proven track record of implementing process improvements and standardizing administrative practice across teams or business units

Strong project management skills with the ability to lead multiple initiatives simultaneously, prioritize effectively under pressure, and consistently meet tight deadlines

Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) with intermediate to advanced Excel skills for data analysis and reporting

Exceptional organizational abilities, including experience managing complex calendars for multiple executives and balancing competing stakeholder priorities

Excellent written and verbal communication skills with the ability to interact professionally and persuasively at all organizational levels, from team members to C-suite executives

Strong attention to detail and commitment to producing high-quality, accurate work in all deliverables

Demonstrated ability to work autonomously, exercise sound judgement in ambiguous situations, and confidently manage scope to maintain focus on priorities

Previous experience in the commercial real estate or property management sector with understanding of industry terminology, systems, and workflows (preferred)

• Great employee discounts off fitness, wellbeing & other renowned brands
• 18 weeks paid maternity leave
• Private Health Insurance Discounts
• Active Social Club
• Employee assistant program
• Novated Lease for EV cars
• Career Opportunities with Australia's #1 Commercial Real Estate firm
• Premium offices

What you can expect from us:

You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

As an organization, we don't just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity and building an inclusive workplace. This is why, for more than a decade, we continue to rank among the World's Most Ethical Companies. We support applications from all underrepresented groups, including Aboriginal and Torres Strait Islanders, LGBT+, people with disability and people of all age, religions and race. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognize and appreciate the skills acquired in their service careers as vital and transferable to our workforce.