Business Support, Administrative Assistant

Jones Lang LaSalle Incorporated; London; On-site; GBP 28,000 - 38,000; Full time

Job summary

A leading global real estate services firm seeks a Business Support, Administrative Assistant in London. The role focuses on project administration including managing move requests and supporting logistics for the MAC/Agile teams. Ideal candidates will have strong project management skills and a background in corporate real estate.

Qualifications

• Minimum 2 years experience in a similar role.
• Strong familiarity with project management software.
• Excellent written and verbal communication skills.

Responsibilities

• Manage all MAC related tasks including moves and small project management.
• Coordinate logistics of people/desk movements.
• Provide clear project reporting and facilitate weekly meetings.

Skills

Project administration

Communication

Time management

Analytical skills

Interpersonal skills

Tools

PMWeb

Excel

Microsoft Office Suite

Job description

Business Support, Administrative Assistant page is loaded

Business Support, Administrative Assistant

Apply remote type On-site locations London, GBR time type Full time posted on Posted Yesterday job requisition id REQ437801

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.

MAC/Agile Projects Administrator

Role and Responsibilities

Overall Role

It will be the responsibility of the MAC/Agile Administrator to process all REPR and Prism Ticket requests via SmartSheets and create relevant file saving folders. This will be for all works associated with the combined MAC/Agile Projects teams and will include all; moves, adds, changes, occupational health requests and Agile project requests.

They will be required to manage the programming of works and coordinate the logistics of people/desk movements with detailed planning in the scheduled and unscheduled scorecard spreadsheet. They will then be required to provide clear reporting of these projects and to run weekly meetings for oversight and updates.

The Administrator must be able to communicate confidently at all levels and have experience in dealing with a range of stakeholders.

To assist the team with admin tasks on the client project management software (PM Web).

Responsible for the MAC team REBS email inbox, dealing with any queries to resolution.

To work closely with MAC & Agile Team Leads when new starters are onboarded, to assist with setting them up on JLL/Client systems.

MAJOR RESPONSIBILITIES

Roles and Responsibilities:

• Manage the allocation of all Move-Add-Change (MAC) related tasks including moves, small project management, including but not limited to furniture reconfigurations and space enhancements (Systems – PM Web/Prism/Smartsheet/Excel)
• To process and assign Occupational Health Requests through inhouse system
• Proactively manage any queries that are sent to the REBS Inbox
• Ensure JLL best practices and policies are being followed
• Ensure MAC Service Playbook is being followed
• Receive and process client move requests within the team
• Prepare Scorecard, and Facilitate weekly MAC meeting for all MAC staff, moves vendors and key stakeholders to attend.
• Participates in Strategic Planning meetings, Customer Planning and liaise with other key stakeholders
• Accurately record all move statistics for reporting and financial reconciliation
• Communicate clearly and professionally with business stakeholders, handle general internal queries, clarify concerns and identify solutions
• Ensure move processes are managed in accordance with the client’s and JLL policies and procedures
• Comply with all JLL policies and procedures, including but not limited to time & expenses, ethics and business practice
• Support the MAC Managers to plan, schedule and implement relocations, providing the main client contact with scheduled dates, move instructions, and move orientations for large groups as required.

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

• Minimum 2 years Experience in a similar role within a Corporate Real Estate Environment.
• Background in project administration / coordination.

Critical Competencies for Success

• Prior knowledge of PMWeb / Other Project Management Software.
• Excellent Microsoft Excel skills
• Strong Microsoft, PowerPoint skills
• Ability to utilize the Microsoft Office suite of technologies
• Strong time management skills.
• Excellent written and verbal communication skills
• Flexibility with work hours
• Ability to multi-task and work both in a team and independently
• Highly organized with strong analytical skills, the role is very admin heavy
• Strong interpersonal skills with an ability to interact with executive level external and internal clients
• Capacity to deal with ambiguity and address complex problems

Other Personal Characteristics

• Team player is essential.
• Must be self-motivated.
• Face to face and/or remote daily interpersonal interaction is usually required in order to perform the role.

KEY STAKEHOLDERS

• Client Key Stakeholders – Strategic Planning Team
• Facilities Management Team
• Client Real Estate wider-team
• Finance Team
• End User Customers
• Vendor Staff

REPORTING TO –

MAC Lead and working alongside entire MAC/Agile Team (Circa 10).

#LI-ND1

Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email [e-mail] or call + 44 ( 0 ) 20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visitjll.com .