Senior Business Support Adminstrator, Living and Retail Teams
Jll
Senior Business Support Adminstrator, Living and Retail Teams
Salary Not Specified
Jll, City of Westminster
- Full time
- Permanent
- Onsite working
Posted 1 week ago, 21 Sep | Get your application in now before you're too late!
Closing date: Closing date not specified
job Ref: 35eab36937c14ba89aa48e94e290d5fc
Full Job Description
- Extensive diary management for all Lead Directors across multiple time zones. + ensuring the Directors weekly client meetings are inputted into Capforce to guarantee accurate client reporting and sharing of client data across the Pan-Euro teams + Schedule internal and external meetings, liaising with internal and external stakeholders as directed by team Directors + Booking locations/JLL rooms for meetings and breakfast/lunch/dinner engagements
- Travel bookings - Arrange and book travel, accommodation and detailed itineraries both in the UK and abroad, finding the most cost effective and sustainable options, in line with JLL T&E policy and challenging business travellers to ensure the most cost effective and sustainable travel is booked, where possible.
- Emails and correspondence - be the owner of the relevant Pan-Euro teams' email distribution lists and ensure recipients are current and relevant.
- Expenses - implement the JLL T&E process by ensuring receipts are obtained and submitted on a timely basis, be link point between expenses processing hub and Directors and help resolve queries raised by the T&E team.
- Support organising Living and Retail teams Client events, obtaining relevant approvals and seeking cost effective options. Maintain a list of attendees and final costs etc. Be on hand and present at events when required, to ensure logistics run smoothly.
- Document production: + Formatting and processing documents to be sent to clients and preparing high quality slide decks for board meetings and department wide review meetings using Word and PowerPoint + Working with CMG Delivery to ensure team documents can be processed to requirements.
- Developing and maintaining effective working relationships with clients and colleagues, in particular other assistants to senior JLL staff across the UK and EMEA business.
- Discreet handling of sensitive and confidential information. Demonstrating a high level of professionalism at all times.
- Proactively contribute and work collaboratively with other EMEA Business Support Administrators to provide effective cover when required to ensure Pan-Euro teams have suitable support.
- You may be required to undertake other duties from time to time as the business may reasonably require.
- General team support including: + Proactively carrying out administrative tasks for on-boarding and leavers, working closely with IT, onsite facilities teams and HR for effective setting up of IT (equipment & systems), security access, lockers and support on using JLL systems and applications + monitor business support issues such as IT tickets, HR queries, mandatory training completion etc. + general office duties including maintaining accurate electronic filing, archiving, document scanning, post and courier, etc. Knowledge management
- Ensure core documents required by Pan-Euro teams are up to date and accessible to the team, for example: capability statements, IMs, track records, brochures, bios, corporate photos, organisation charts, pitch documents.
- Provide team documents for new starters during on-boarding process.
- Contact management - support team in updating and maintaining client contacts in Capforce. Technology
- Highly proficient super user for all JLL digital tools & platforms, including: Capforce, Investor Centre, DealX, Workday, ePro; core Microsoft Office tools: Word, Excel, PowerPoint, Teams, OneNote; and other business productivity software such as: Adobe Sign, PDF Nitro
- Champion for digital adoption, leads teams through how to us collaboration tools such as Webex, Teams etc. Finance
- Supporting team on supplier and contractor invoice coding and processing to facilitate efficient review and payment.
- Support team in reviewing and ensuring Capforce pipeline and work in hand reports are up to date.
- Ensure contracts, conflict & AML checks, fee share agreement (if applicable) and revenue recognition evidence are present in Capforce for all instructions; chasing team members for missing information as needed.
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., Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.