Administrative Assistant

Job description

JLL is seeking a Production Associate to provide full administrative and production support to a team of real estate professionals in its San Diego office. Our successful candidate has strong project management orientation and ability to efficiently prioritize, track and complete multiple projects within fast-paced deadlines.

  

KEY RESPONSIBILITIES

Provide exceptional client service

·  Partner with a team of Producers to proactively coordinate and oversee team workflow; be the go-to information and knowledge resource for team to ensure progress against top priorities, pursuits and projects.
·  Partner with Producers and Analysts in the preparation of deliverables such as request for proposals, fee agreements, confidentiality agreements, offering memorandums, financial comparisons, due diligence data, letters, memos, and other reports as assigned.
·  Create and produce customized property information materials, comparable market analysis, market and industry research, and targeted client specific research.
·  Provide administrative and production support to Producers including typing correspondence (letters, memos, reports, etc.) using e-mail, blasts, scans, leap-files, etc.
·  Schedule appointments, conference calls and manage itineraries for Producer's external and internal meetings; organize Producers' calendars, oversee travel arrangements, process expense reports.
·  Serve as an information resource to team by providing research, assembling data, and performing special projects as needed; prepare PowerPoint presentations by pulling data from other sources such as maps, charts, logos, pictures, tables, etc.
·  Create and maintain an accurate and organized project filing system, maintain internal and client/prospect databases.
·  Meet all financial deadlines with accuracy; comply with firm’s T&E policy and regional expense guideline; be proactive in identifying and escalating expense issues; identify/ implement cost saving opportunities.
·  Maintain internal web-based database; manage and update deal statuses, manage press releases, marketing lists, activity tracking, and send e-mail blasts.
·  Participate in training offerings, meetings, calls and share/implement best practices.
·  Be a digital champion with proficiency in the Firm’s technology tools and platform.
·  Provide back-up support to other Production Associates as needed.
·  Assist and participate on internal, client and industry events as needed as well as other projects and tasks as assigned by team or Manager.
·  Must be able to work overtime on short notice.

  

Be a great cultural steward

·  Actively embrace JLL’s culture of teamwork, excellence, ethics and fun
·  Ensure excellence in service delivery to internal clients and all resource partners
·  Embrace a diverse and inclusive working environment
·  Be a team player and provide cross-functional backup to colleagues as requested 
·  Adhere to all JLL policies

Invest in your growth and development

·  Proactively enhance one’s own learning and development by participating in training offerings

KNOWLEDGE, SKILLS, AND ABILITIES

·  Excellent verbal and written communication skills
·  Strong project management orientation and ability efficiently prioritize, track and complete multiple projects with deadlines
·  Ability to develop effective and constructive solutions to challenges and obstacles with the ability to complete projects on time
·  Flexible and highly motivated, with a willingness to take initiative and work independently or collaboratively
·  Strong typing, writing and editing/proofreading skills; able to redline documents with ease
·  Impeccable attention to detail and follow through
·  Adaptability and proficiency in learning new technology

QUALIFICATIONS AND EXPERIENCE

·  Four (4) year degree or equivalent business experience
·  Minimum 3-5 years related administrative, marketing, or communications experience
·  Good financial and quantitative aptitude
·  Strong proficiency with CRM and other technology tools
·  Strong proficiency in Microsoft Office (Word, PowerPoint, Excel, Outlook)
·  Real Estate/Finance background is preferred
·  Adobe Create Suite (InDesign) a plus

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jl..com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.