Business Operations Coordinator -Marketing

JLL•Dallas, TX

33d•Onsite

About The Position

The Business Operations Coordinator will serve as a strategic business partner to the Marketing leadership team, providing comprehensive operational support while driving key initiatives forward. This role combines traditional executive support with proactive business operations management, ensuring seamless execution of marketing strategies and day-to-day operations. The ideal candidate will be a highly organized, detail-oriented professional who thrives in a fast-paced environment and can anticipate needs while managing multiple priorities.

Requirements

Bachelor's degree preferred or equivalent professional experience
3-5 years of executive administrative support experience, preferably in professional services or commercial real estate
Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Excel, and Outlook
Experience with expense management systems and travel booking platforms
Experience with CRM systems and project management tools
Exceptional written and verbal communication skills
Strong organizational skills with ability to manage multiple competing priorities
Proven ability to work independently and take initiative in a fast-paced environment
Professional demeanor with ability to interact with C-level executives and external clients

Nice To Haves

Commercial real estate industry experience
Experience supporting marketing or business development functions
Knowledge of presentation design principles and data visualization
Familiarity with marketing automation platforms and digital marketing tools
Project management certification or experience
Experience with corporate travel management and international travel requirements

Responsibilities

Provide comprehensive administrative support to Marketing leadership team members
Manage complex calendars, scheduling meetings across multiple time zones with internal and external stakeholders
Coordinate domestic and international travel arrangements, including detailed itineraries, hotel bookings, ground transportation, and restaurant reservations
Process and reconcile expense reports for leadership team, ensuring compliance with JLL policies and timely submission
Handle confidential information with discretion and maintain the highest level of professionalism
Manage office logistics, supplies, and vendor relationships for the Marketing department
Process purchase orders and budget tracking documentation
Plan comprehensive travel itineraries for complex multi-city trips, client visits, and industry conferences
Research and book cost-effective travel options while considering preferences and business requirements
Coordinate travel logistics including visa requirements, travel insurance, and international documentation
Monitor travel disruptions and proactively arrange alternative accommodations or transportation as needed
Maintain detailed records of travel expenses and ensure proper coding for budget tracking
Process expense reports with supporting documentation and follow up on any discrepancies or approvals needed
Coordinate and schedule team meetings, client presentations, and strategic planning sessions
Prepare comprehensive meeting agendas and distribute pre-read materials in advance
Actively participate in meetings to capture detailed action items and key decisions
Develop and maintain action item tracking systems to ensure follow-through on commitments
Conduct proactive follow-ups with stakeholders to ensure deliverable completion and deadline adherence
Prepare meeting minutes and distribute summary reports to relevant parties
Create compelling PowerPoint presentations for internal meetings, client pitches, and industry events
Collaborate with marketing team members to develop visually appealing and data-driven presentation materials
Research and compile market data, competitive intelligence, and industry trends for presentation content
Maintain brand consistency across all presentation materials and marketing collateral
Update and maintain presentation template library and marketing resource databases
Coordinate collection of presentation materials, reports, and briefing documents from multiple stakeholders
Organize and compile pre-read packages for leadership meetings and client engagements
Establish standardized processes for pre-read submission deadlines and formatting requirements
Maintain digital filing systems for easy retrieval and reference of historical materials
Quality control review of all materials prior to distribution
Support marketing campaign planning and execution timelines
Assist with event coordination and logistics for marketing initiatives
Maintain client and prospect databases with accurate contact information and engagement history
Coordinate with cross-functional teams including Legal, Finance, and Business Development
Support budget management processes and vendor coordination