Office Manager

Jones Lang LaSalle Incorporated; Birmingham; Hybrid; GBP 28,000 - 42,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Birmingham is seeking an Office Manager and business team support to ensure smooth operation of the local office (approx. 110 staff).

You will coordinate with central teams (Property, HR, Finance, Sustainability, PR and Marketing) and act as PA to the Regional Lead Director for the Midlands. The role combines office operations with diary management, team supervision and event support.

Qualifications

• Experience in office administration or secretarial work.
• Strong organisational skills with the ability to prioritise.
• Excellent communication and interpersonal abilities.
• Able to learn new systems and be an early adopter.
• Proactive, independent worker with attention to detail.
• Comfortable using MS Office and standard office software.

Responsibilities

• Oversee smooth operation of the Birmingham office (110 staff).
• Lead and support the business support team and co-ordinate with team leads.
• Provide PA services to the Regional Lead Director and manage diary.
• Handle office operations: post, facilities, reception, supplies, events.
• Prepare client/staff presentations and organise meetings and events.
• Support ad-hoc secretarial tasks for leadership and business development.

Job description

JLL empowers you to shape a brighter way.

JLL empowers you to shape a brighter way. Our people at JLL 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. We are looking for a Birmingham Office Manager and business team support

About JLL

We’re JLL. We’re a professional services and investment management firm specialising in real estate. We help organisations around the world achieve their ambitions by owning, occupying and investing in real estate. If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

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

Sound like you? To apply 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...

Location

On-site – Birmingham, GBR

We’re interested in getting to know you and what you bring to the table! At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.

We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. 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 500® company 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, visit jll.com.