What are the responsibilities and job description for the Office Assistant position at JLL?
Essential Functions and Responsibilities include:
Address client and colleague complaints in a timely, courteous, and professional manner to ensure full resolution and client/customer satisfaction.
Directly interact with janitorial or security staff to address and resolve complaints.
Provide administrative support to Account Director and other team members as required.
Create Purchase Orders in compliance with policies and procedures for Account Director and Operations Managers.
Ensure Purchase Orders are receipted upon completion of work, investigate, and resolve unmatched logged vouchers and goods received not vouchered items.
Support all staff by providing time keeping, CMMS matrix monitoring and correction, client reporting, Intranet site content management and other general office support.
Facilitate meeting room reservations and set-ups; coordinate special events.
Communicate information regarding events, facility issues, scheduled work and fire drills to all building occupants.
Maintain database of site tracker information (property management, emergency contacts, service provider information, etc.).
Track all client deliverables and ensure requests are completed timely by assigned team members.
Maintain Conference Room Reservations using outlook software and assist with the booking of meetings and conferences.
Monitor Room Reservations Mailbox, responding to and initiating service as needed.
Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
Welcome interviewees and new hires. Notify their on-site contacts.
Support conference room set-up services as needed, including booking, set-up, break-down, regular inspections, and occasional standby support as needed.
Communicate A/V requests to the appropriate Site Service or Information Technology personnel.
Assist with the administration of space audits, facility condition inspections, office move projects, and other initiatives as needed.
Facilitate notification and custody of deliveries to reception for colleagues.
Assure all guests are registered in compliance with security policies and guest badges are logged, collected, and maintained.
Assure the visitors' entrance and reception area are well maintained. Initiate service requests to Building Management as needed to correct.
Qualifications
High School diploma or equivalent, some college preferred
Minimum 3 years office related experience
Strong organizational skills and problem-solving ability
Demonstrates proficiency in Microsoft Office Suite
Excellent customer service and relationship building skills
Strong organizational, interpersonal, and communication skills
working knowledge of Microsoft Word, Excel, PowerPoint, and outlook
Account Receivable/ Accounts Payable Experience.
Ability to work with a diverse group of people including management and leaders.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Address client and colleague complaints in a timely, courteous, and professional manner to ensure full resolution and client/customer satisfaction.
Directly interact with janitorial or security staff to address and resolve complaints.
Provide administrative support to Account Director and other team members as required.
Create Purchase Orders in compliance with policies and procedures for Account Director and Operations Managers.
Ensure Purchase Orders are receipted upon completion of work, investigate, and resolve unmatched logged vouchers and goods received not vouchered items.
Support all staff by providing time keeping, CMMS matrix monitoring and correction, client reporting, Intranet site content management and other general office support.
Facilitate meeting room reservations and set-ups; coordinate special events.
Communicate information regarding events, facility issues, scheduled work and fire drills to all building occupants.
Maintain database of site tracker information (property management, emergency contacts, service provider information, etc.).
Track all client deliverables and ensure requests are completed timely by assigned team members.
Maintain Conference Room Reservations using outlook software and assist with the booking of meetings and conferences.
Monitor Room Reservations Mailbox, responding to and initiating service as needed.
Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
Welcome interviewees and new hires. Notify their on-site contacts.
Support conference room set-up services as needed, including booking, set-up, break-down, regular inspections, and occasional standby support as needed.
Communicate A/V requests to the appropriate Site Service or Information Technology personnel.
Assist with the administration of space audits, facility condition inspections, office move projects, and other initiatives as needed.
Facilitate notification and custody of deliveries to reception for colleagues.
Assure all guests are registered in compliance with security policies and guest badges are logged, collected, and maintained.
Assure the visitors' entrance and reception area are well maintained. Initiate service requests to Building Management as needed to correct.
Qualifications
High School diploma or equivalent, some college preferred
Minimum 3 years office related experience
Strong organizational skills and problem-solving ability
Demonstrates proficiency in Microsoft Office Suite
Excellent customer service and relationship building skills
Strong organizational, interpersonal, and communication skills
working knowledge of Microsoft Word, Excel, PowerPoint, and outlook
Account Receivable/ Accounts Payable Experience.
Ability to work with a diverse group of people including management and leaders.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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