Job Description

Under general direction, provides high level administrative services and support in order to ensure effective and efficient operations of the Department. Provides direct administrative support to the Directors, Senior Portfolio Manager, Transaction Manager and Lease Administration Manager while maintaining a high degree of sensitivity to confidential information. Ensures that department operations are maintained in an effective and accurate manner. Performs word processing (e.g. department correspondence, memos) as required. Assists with the coordination of the activities of the department, coordinating calendars and meetings. Interacts with department members effectively, as well as all levels of management, employees, and guests. Manages department projects or key components of department programs and functions that are assigned. Contributes to keeping both JLL and client databases current. Creates or contributes to PowerPoint presentations as requested by Manager or client. Collects required documents from tenants as needed. Prepares real estate documents for abstraction by the lease administration team. Assists lease administration with collection and filing/distribution of COIs. Coordinates with finance analysts to ensure monthly fund requests are completed by applicable deadlines. Prepares monthly facilities work orders for review and approval. Provides training to new department staff when needed. Processes legal and other invoices for the department. Manages key inventory and logging. May provide assistance with timeshare administration documents. Completes special projects as requested by either Manager or client. Maintains confidentiality with regard to departmental subject matter. Minimum qualifications include five or more years of experience providing administrative support or equivalent experience in a professional environment, bachelor's degree desirable, excellent written and oral communication skills with strong attention to detail and a high level of accuracy, strong knowledge of technology applications and database management, fluency in Word, Excel, PowerPoint and Outlook, aptitude for learning new technologies/tools and applying those skills to the functioning of the department, ability to prioritize and maintain professionalism in an often-changing environment, ability to work independently and take accountability for deliverables without prompting or follow up, team player and flexible, client-focused and able to meet deadlines.

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