Office Manager

Jones Lang LaSalle; Birmingham; On-site; GBP 22,000 - 30,000; Full time

Job summary

A global real estate services firm is looking for an Office Manager in Birmingham. This role involves coordinating office operations and providing PA services to the Regional Lead Director. Ideal candidates will have strong organizational skills and some administrative experience. The position offers an inclusive culture with opportunities for professional growth and development.

Benefits

Total Rewards program

Entrepreneurial culture

Career development opportunities

Qualifications

• Good knowledge of MS Office software required.
• Comfortable learning new systems and software.
• Ability to work independently with minimal supervision.
• Great organization skills with the ability to lead a small team.

Responsibilities

• Ensure smooth operations of the Birmingham office.
• Assist the Regional Lead Director with diary management.
• Manage office operations and delegate tasks as necessary.
• Prepare client and staff presentations.

Skills

MS Word

MS Excel

MS Powerpoint

MS Outlook

Adobe PDF

Organisational skills

Interpersonal skills

Leadership ability

Education

Administration/secretarial experience

Tools

Salesforce

Workday

Peoplesoft

Job description

Overview

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.

Role Purpose

This role is to ensure the smooth operation and day to day running of the JLL Birmingham office (approx. 110 staff), including co-ordinating and liaising with the secretarial and reception business support team (4 full time staff); and provide PA services to the Lead Director for the region (Midlands). Ideally the person would have some administration/secretarial experience in the property sector, but this is not essential. The successful candidate will be reporting directly to the Regional Lead Director. Full training will be given where necessary.

What this job involves

• Responsible for the smooth operation of the office, liaising with central teams in Property, HR, Finance, Sustainability, PR and Marketing.
• Working closely with the Regional Lead Director to manage the above, and support them as their PA in correspondence and diary management (approx. time split being 50% office manager, 15% PA role, 35% business team support)
• Leading and supporting the business support team, tracking office workload and working with team leads to support the efficient operation of the team (note the secretaries report directly to their team Directors so your role is to co-ordinate and support)
• Being responsible for and delegating as appropriate office operations such as post collection, cleaning, café supplies, coffee machine operation, maintenance, reception staff, secretarial holiday/sickness cover, hiring of business support staff, Christmas party, staff welcome, inductions and corporate photos etc
• Provide local support to the central Property team on landlord and tenant matters as well as supporting Risk and Environmental Audits
• Prepare client and staff presentations working closely with the Lead Director
• Organising staff/client lunches/dinners and corporate office events
• Support work experience and graduate events/initiatives
• Support the office charity, diversity, community and sustainability events and initiatives
• Manage the Office Purchasing Card, coding correctly and obtaining approval
• Ensure supplier invoices are coded and authorised through Peoplesoft
• Having a working knowledge of office administration software such as Salesforce, Workday and Peoplesoft
• Reviewing, submitting and recording Lead Director business expenses
• Booking meetings, travel and accommodation for Lead Director (and associated colleagues)
• Providing office updates to staff
• Complete any ad-hoc secretarial tasks for the Lead Director – Press releases, client event invitations, business development and market intel meeting notes
• You may be required to undertake other duties from time to time as we may reasonably require

What you need to be / have

• Good knowledge of MS Word, MS Excel, MS Powerpoint and MS Outlook.
• Good knowledge of Adobe PDF would be required.
• Comfortable learning new systems and willing to be an early adopter
• Ability to prioritise workload with an attention to detail and willingness to complete tasks in a timely and efficient manner
• Great organisation skills with ability to lead a small team and delegate
• Administration/secretary experience required
• A confident and proactive approach to work
• Excellent communicator with strong interpersonal skills
• Ability to work independently with minimal supervision

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

Apply today at jll.com/careers.

Location: On-site – Birmingham, GBR

How to apply

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 [phone] 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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