Brokerage Administrative Assistant

Job description

JLL is currently seeking a Project Coordinator to support our Investment Sales Hotels team in our New York office.  
 
Position Overview:
Support the New York Investment Sales Hotels and Hospitality team.  The Project Coordinator is responsible for prioritizing projects to meet deadlines in a fast-paced, team-oriented environment.
 
Responsibilities Include:
General administrative responsibilities:

·  Provide support to team in technology applications, i.e. Salesforce, RCM, Exact Target, Outlook, Word, Excel, Power Point and other company supported programs
·  Create and maintain filing system and efficient information retrieval system
·  Perform clerical duties to include photocopying, mailing, faxing documents, scheduling appointments and coordinating calendars
·  Produce timely and accurate of word-processed documents (reports, memos, proposals, charts, agreements, PowerPoint presentations, etc.)

 
Marketing / deal related responsibilities:

·  Partner with investment sales team to help achieve team’s production and operational goals
·  Constantly update Salesforce (CRM software): contact information, company information, assignments, campaigns, transactions, etc.
·  Create Assignments and Campaigns as new deals are created.
·  Compile campaign lists and manage access to due diligence site
·  Create RCM (teaser site) for new deals
·  Help deal leader with the writing of the Offering Memorandum: market research/statistics and proofreading text (in depth)
·  In charge of deal toys/tombstones and closing celebration at the end of each deal 
·  Assist team members in preparing pitches and other relevant reports/documents as needed 
·  Maintain the team’s research database constantly updated, using the internet, articles, and partnering with research department

 
Additional Responsibilities:

·  Coordinate information flow of deals and maintain regular contact with Marketing Manager for PR and branding purposes (Press Releases, Ecards, etc.)
·  Ensure that all marketing materials present the Jones Lang LaSalle brand consistently and follow corporate brand standards
·  Assist with client communications, conferences and events
·  Participate in best practices conference calls
·  Maintain all project files (Box) organized

 
Requirements:

·  Bachelor’s Degree or commensurate experience preferred
·  Real estate background is preferred
·  Planning and Organizing – establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, uses resources effectively and efficiently.
·  Proactive – does not wait for tasks to be asked, but always prompts to identify what else can be done.
·  Enable brokers to focus on revenue generating tasks by efficiently handling operations of team.
·  Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect.
·  Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture
·  Interpersonal Savvy – relates well to all kinds of people, inside and outside the organization uses diplomacy and tact.
·  Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
·  Self Starter – able to start and complete projects independently. 
·  Time Management – use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
·  Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect. 
·  Adaptability – Maintain effectiveness in varying environments, tasks and responsibilities, or with various types of people.

Skills Needed:

·  Excellent organizational skills
·  Attention to detail 
·  Strong written and verbal communication skills
·  Excellent proofreading skills
·  Ability to work effectively in teams
·  Ability to juggle multiple projects and work under pressure
·  Understanding of and commitment to client services
·  Advanced skills in Microsoft Office applications (Word, PowerPoint, Excel, Outlook) 
·  Basic knowledge of Adobe Creative Suite (InDesign, Photoshop, Illustrator, Flash) a plus but not required
·  Workplace experience, minimum of 2 years in a similar or related roll required
·  Real estate experience a plus

#LI

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

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.jll.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.