Business Support, Administrative Assistant, Building Surveying

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Business Support, Administrative Assistant, Building Surveying

Apply remote type On-site locations London, GBR time type Full time posted on Posted 2 Days Ago job requisition id REQ408195

JLL empowers you to shape a brighter way.

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.

We are looking for a Team Business Support Manager to support our Building Consultancy Services business line.

About JLL

We’re JLL. We’re a professional services and investment management firm specialising in real estate. We help organisations around the world achieve their ambitions by owning, occupying and investing in real estate.

Role Purpose

An opportunity for a Team Business Support to join JLL’s vibrant London Building Consultancy Team has arisen. Building Consultancy is part of our Project and Development Services (PDS) service line in the UK, Europe and rest of the world.

The Team Business Support role is an important one working for busy teams of Building Surveyors in our Greater London and south east team who work with a number of large profile clients on some exciting projects and complex schemes.

In addition the role will include Account Coordination for key clients for the team including Royal London (construction project and programme management) and others as required.

What this job involves

Secretarial

• Provide full administrative and secretarial support to the team of building surveyors based in the London office.
• Report production using MS Word, Excel, PowerPoint and PDF software (Nitro & Adobe)
• Typing, formatting and proof-reading letters and technical reports
• Processing expenses
• Meetings – arrange department and client meetings. Book meeting rooms and coordinate refreshments as and when required
• Dealing with telephone queries and clients arriving at the office
• Co-ordination of new starters/leavers process
• Support the team by maintaining the CRM system and producing pipeline reports
• To become fully conversant with all JLL systems & tools available and provide support to your team in line with best practice
• Manage the inputting and amending of job opportunities on the CRM system (including but not limited to Salesforce WD Project Management Module and Certinia) on a weekly basis.
• Set up job files on SharePoint using the UK PDS CloudFirst protocol as required.
• Maintain client contact details
• Minutes - taking and typing project and team minutes, as required
• Share sickness and holiday cover on a rota basis with other department support staff
• Support the team to follow up on overdue fees, working with the Team’s Credit Control team as required

Account Coordination

Ownership

• Maintain and update project reports/templates as required.
• Maintain Client instruction trackers and ensure data is accurate.
• Constantly monitor the progress of all live projects under PDS control.
• Collate and review supply chain quotes with PDS guidance.
• Support the BC team and Client team to upload documents. Where applicable, also upload to the client data portal.

Client/Stakeholder Management

• Serves as primary PDS point of contact on client procedure queries.
• Manage relationships with key stakeholders in the Client’s organisation to drive and manage local or portfolio wide instructions with assistance of the PDS Team.
• Set-up and co-ordinate regular and ad-hoc meetings.
• Prepare agendas with BC input, attend and minute meetings.
• Manage the client accounts SharePoint dashboard.

Sound like you? To apply you need to be / have:

• Proficient in MS Word, Excel, MS PowerPoint, Outlook, MS Teams, Salesforce, Certinia, CloudFirst and OneDrive
• Copy and audio typing experience
• A confident and proactive approach to work
• Ability to prioritise workload with an attention to detail and willingness to complete projects in a timely and efficient manner
• Proven organisational skills
• Excellent telephone manner accompanied by strong interpersonal skills to deal with a wide variety of people and clients
• Proven ability to work independently with minimal supervision and make decisions when necessary
• Team player with a positive ‘can do’ attitude
• Ability to work under pressure and to tight deadlines
• Present in the office at least 3 days a week – ideally Tues, Weds Thurs.

Every day is different, and in all these activities, we’d encourage you to show your ingenuity.

Diversity and Inclusion is at the heart of JLL. We believe in recruiting, retaining, rewarding and developing all our employees with regard to their abilities and contributions and without reference to their background, gender, gender identity, ethnic origin, age, religion, sexual orientation, political belief, disability or long-term health condition.

We are committed to making all stages of our recruitment process and employment accessible to candidates with disabilities and long-term health conditions. Please do feel able to be open about this at any point during the process and our recruitment team will work with you to establish the most appropriate adjustments.

JLL Ltd is a Living Wage accredited business, as we believe a fair day’s work deserves a fair day’s pay.

What you can expect from us:

You’ll join an entrepreneurial, inclusive culture, one where we succeed together – across the desk and around the globe, where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

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Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!