Office Assistant

JLL•Phoenix, AZ

8d•Onsite

About The Position

JLL is looking for an Office Assistant to join our winning team of professionals in our Phoenix Corporate Office. Duties performed may include a broad range of complex tasks involving confidential or technical information. This position requires a person who can be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.

Requirements

1-3 years administrative/facilities experience supporting multiple people (preferably in the commercial real estate industry)
Demonstrate a high level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook
Interpersonal savvy – relates well to all kinds of people inside and outside the organization and uses tact and diplomacy
Capability to master company specific database software, mapping, CoStar, and Adobe Creative Suite (specifically Acrobat), familiarity with Canva is a plus
Demonstrated capacity to multi-task in a fast-paced, professional environment
Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can comfortably handle risk and uncertainty
Learning on the fly – learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoys the challenge of unfamiliar tasks
Excellent customer service and relationship building skills
General accounting clerk skills
Have a working knowledge of Audio-Visual equipment located in the conference rooms
Excellent oral and written communication skills (spelling, grammar and punctuation)
Be a team player, partnering effectively with coworkers and internal clients at all levels
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

College degree or commensurate experience preferred
familiarity with Canva is a plus

Responsibilities

Coordinate office operations in partnership with local leadership team
Drive office culture, client experience and employee experience each day
Welcome guests and be the front face of the corporate office
Coordinating conference room reservations, assist in AV setup or conference room setup as needed
Answer all calls to JLL main line, conduct basic CoStar searches for property information as needed
Process commission checks daily
Assist with event planning and setup/teardown for office events (i.e. holiday party, large meetings, happy hours, etc.)
Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
Order, maintain and organize all kitchen and office supplies; conduct regular inventory audits
Coordinate vendor services, including: janitorial, mailroom, copier services, parking, badging, and conference rooms
Prepare and track vendor payments – periodical subscriptions, headshots photography, etc.
Partner with building management and building security as needed
Manage any parking validations if applicable
Coordinate security access cards for employees, guests and vendors
Housekeeping Duties (i.e.: maintain café area, load/unload dishwasher, coffee machine maintenance, etc.)
Welcome and support new hire employees on their first day
Resolving any printer/copier issues
Coordinate and manage workspace moves
Maintain and distribute office spreadsheets (i.e.: contact lists, organization charts, etc.)
Respond and follow through to requests for information and communicate with all levels of management with minimal supervision
Other duties as assigned