Administrative Assistant / Production Associate

JLL; Austin (TX); Hybrid; USD 42,000 - 64,000; Full time

Job summary

JLL Capital Markets in Austin–San Antonio seeks an Administrative Assistant / Production Associate to blend office administration with production support for deal teams. The role handles calendars, travel, proposals, listings, and pipeline tracking in a fast-paced brokerage environment.

The ideal candidate is organized, detail-oriented, and comfortable switching between admin tasks and production deadlines to support brokers and marketing teams.

Qualifications

• Experience providing administrative support in a fast-paced environment.
• Ability to produce marketing materials and manage listings.
• Strong organizational skills and deadline-driven work ethic.

Responsibilities

• Manage calendars, scheduling, and travel arrangements for brokers.
• Prepare and proofread proposals and internal communications.
• Process expense reports and track T&E.
• Coordinate meetings and client visits.
• Assist onboarding for new hires and interns.
• Update listings and support marketing collateral production.

Skills

Administrative support

Production support

Office coordination

Travel arrangements

Tools

MS Office

Argus

Capforce

LoopNet

Crexi

Job description

Position SummaryJLL Capital Markets is seeking an Administrative Assistant / Production Associate to support the Austin–San Antonio brokerage team. This is a hybrid role combining day‑to‑day administrative support with hands‑on production work for deal teams, including marketing materials, listing coordination, and pipeline tracking. The ideal candidate is organized, detail‑oriented, and comfortable moving between office administration and production deadlines in a fast‑paced brokerage environment.

Position SummaryJLL Capital Markets is seeking an Administrative Assistant / Production Associate to support the Austin–San Antonio brokerage team. This is a hybrid role combining day‑to‑day administrative support with hands‑on production work for deal teams, including marketing materials, listing coordination, and pipeline tracking. The ideal candidate is organized, detail‑oriented, and comfortable moving between office administration and production deadlines in a fast‑paced brokerage environment.

Key Responsibilities Administrative Support

• Manage calendars, scheduling, and travel arrangements for assigned brokers
• Prepare, format, and proofread correspondence, proposals, and internal communications
• Process expense reports and assist with T&E tracking
• Coordinate meeting logistics, including client visits and internal team meetings
• Serve as a point of contact for internal requests and general office coordination
• Assist with onboarding logistics for new hires and interns as needed
• Answer and route phone calls; greet and direct visitors and clients
• Maintain filing systems, both physical and electronic, and ensure documents are organized and accessible
• Order and manage office supplies and coordinate with building management on office needs
• Sort and distribute incoming mail and packages; prepare outgoing mail and shipments
• Maintain conference room calendars and set up rooms for meetings
• Support copying, scanning, and printing needs for the broker team

Production Support

• Assist in the preparation of offering memorandums (OMs), tour books, and marketing flyers
• Update and maintain listings across platforms such as LoopNet and Crexi
• Support underwriting teams with data entry and formatting in Argus
• Track deal status and update pipeline reports for broker teams
• Coordinate with graphics/marketing resources on collateral production and deadlines
• Maintain accurate records in Capforce and other internal systems