Administrative Specialist, Capital Markets

JLL; San Francisco (CA); On-site; USD 70,000 - 85,000; Full time

Benefits offered by this job

401(k) plan with matching company contributions

Comprehensive Medical, Dental & Vision Care

Paid parental leave

Paid Time Off

Early access to earned wages through Daily Pay

Job summary

A leading real estate services firm in San Francisco is seeking a motivated Production Associate to join the Capital Markets team. This role involves managing timelines, creating marketing materials, and collaborating with various team members to enhance deal flow. Ideal candidates will have 1-3 years of relevant experience, strong organizational skills, and proficiency in Microsoft Office. Benefits include a 401(k) plan, comprehensive medical coverage, and paid time off.

Qualifications

• 1-3 years of experience supporting multiple people in real estate or professional services.
• High proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Strong proofreading and editing abilities.

Responsibilities

• Manage project timelines through the lending process.
• Create and edit presentations, pitches, and client deliverables.
• Collaborate with graphic design for marketing materials.
• Support producers with lead hunting and marketing efforts.
• Prepare documents like RFPs and Fee Agreements.

Skills

Microsoft Office Suite proficiency

Organization skills

Communication skills

Multi-tasking ability

Client service orientation

Education

Bachelor's Degree

Tools

Adobe InDesign

Adobe Photoshop

Job description

PRODUCTION ASSOCIATE, CAPITAL MARKETS - SAN FRANCISCO

Location: San Francisco

Reports to: Director, Operations

What this job involves

We are seeking a Production Associate to join the Capital Markets team. We are looking for a motivated self‑starting individual who can think on their feet in an ever‑changing environment. Someone who can easily juggle shifting priorities, moving between client event planning, marketing material creation, administrative tasks, and transaction management of real‑estate deals across multi‑housing properties for the #1 team in the business.

This is a fast‑paced, team‑oriented environment, partnering with producers, analysts and other associates to help the overall deal flow and success of the office. We promote an organizational culture of trust and teamwork, build an inclusive work environment that embraces diversity, and elevate our people to achieve personal and professional growth.

Key responsibilities

• Act as project manager for the ISA Producers, manage project timelines, moving a deal through the lending process of engaged to closing in our proprietary database.
• Heavy marketing responsibilities: create and edit presentations, pitches, and client deliverables for prospect/client meetings with PowerPoint, and Microsoft Software.
• Coordinate and collaborate with graphic design team design deliverables.
• Take initiative to support Producers with specialty and high priority projects which can include lead hunting, deal origination, client out‑reach, and personal marketing efforts. Respond to inquiries from clients and provide information as needed.
• Work with vendors utilized in conjunction with transactions.
• Manage and update deal statuses, manage press releases, calling lists and activity tracking.
• Prepare documents including Request for Proposals, Fee Agreements, Confidentiality Agreements, financial comparisons, invoices, etc.
• Gather market and property research information for deliverables, pitches, and marketing using JLL Research, CoStar, etc.
• Organize and participate in client meetings and/or calls; schedule appointments, set itineraries, coordinate property tours, etc.
• Plan and participate in industry functions or client events.
• Process deal file paperwork, gather and label required documents, obtain necessary approvals.
• Manage, update and post transactions to financial software system, Capforce & Dealio.
• Update and maintain Producer professional profiles and other team marketing related material as needed.
• Provide interface for brokers on IT issues, including computer needs, email, calendar maintenance, and other technology and equipment.
• Perform general duties such as track and process expense reports, assist with travel arrangements, calendar management, scheduling meetings, greeting clients, and provide back up support to fellow production associates as needed.
• Participate in regular PA and business unit meetings.
• Duties assigned as the business needs require.

Experience and qualifications

• 1‑3 years relevant experience supporting multiple people preferably in the commercial real estate industry or other professional services organization.
• Bachelor's Degree preferred, but not required.
• High level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook required.
• Graphic design experience and knowledge of Adobe Software such as InDesign and Photoshop a plus but not required.
• Work enthusiastically in a team atmosphere, promoting collaboration and idea sharing verbally and through action.
• Strong organizational, interpersonal and communication skills.
• Strong ability to multi‑task with multiple projects and deadlines in a high‑volume fast‑paced environment.
• Strong proofreading and editing abilities.
• Ability to manage time well and be self‑motivated, without direct supervision.
• Strong client service orientation; proactive working style and friendly, helpful attitude.
• Commitment to high professional ethical standards.
• Demonstrate problem‑solving, decision making, and analytical skills.

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Estimated compensation for this position

70,000.00 – 85,000.00 USD per year

Benefits

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay

EEO and Compliance Statements

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 [e-mail]. This email is only to request an accommodation. Any other general recruiting inquiries should be directed to the Contact Us page.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job‑related convictions will be considered and will not automatically disqualify the candidate.

Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.