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- Tasks: Manage administrative tasks for MAC/Agile projects, including scheduling and reporting.
- Company: Join JLL, a global leader in real estate and investment management.
- Benefits: Enjoy a supportive work culture with opportunities for growth and development.
- Why this job: Be part of a team shaping the future of real estate while gaining valuable experience.
- Qualifications: Ideal candidates have 2+ years in project administration and strong Microsoft Office skills.
- Other info: Remote adjustments available; we value diversity and encourage all to apply.
The predicted salary is between 30000 - 42000 £ per year.
Business Support, Administrative Assistant page is loaded
Business Support, Administrative Assistant
Apply remote type On-site locations London, GBR time type Full time posted on Posted Yesterday job requisition id REQ437801
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.
MAC/Agile Projects Administrator
Role and Responsibilities
Overall Role
It will be the responsibility of the MAC/Agile Administrator to process all REPR and Prism Ticket requests via SmartSheets and create relevant file saving folders. This will be for all works associated with the combined MAC/Agile Projects teams and will include all; moves, adds, changes, occupational health requests and Agile project requests.
They will be required to manage the programming of works and coordinate the logistics of people/desk movements with detailed planning in the scheduled and unscheduled scorecard spreadsheet. They will then be required to provide clear reporting of these projects and to run weekly meetings for oversight and updates.
The Administrator must be able to communicate confidently at all levels and have experience in dealing with a range of stakeholders.
To assist the team with admin tasks on the client project management software (PM Web).
Responsible for the MAC team REBS email inbox, dealing with any queries to resolution.
To work closely with MAC & Agile Team Leads when new starters are onboarded, to assist with setting them up on JLL/Client systems.
MAJOR RESPONSIBILITIES
Roles and Responsibilities:
- Manage the allocation of all Move-Add-Change (MAC) related tasks including moves, small project management, including but not limited to furniture reconfigurations and space enhancements (Systems – PM Web/Prism/Smartsheet/Excel)
- To process and assign Occupational Health Requests through inhouse system
- Proactively manage any queries that are sent to the REBS Inbox
- Ensure JLL best practices and policies are being followed
- Ensure MAC Service Playbook is being followed
- Receive and process client move requests within the team
- Prepare Scorecard, and Facilitate weekly MAC meeting for all MAC staff, moves vendors and key stakeholders to attend.
- Participates in Strategic Planning meetings, Customer Planning and liaise with other key stakeholders
- Accurately record all move statistics for reporting and financial reconciliation
- Communicate clearly and professionally with business stakeholders, handle general internal queries, clarify concerns and identify solutions
- Ensure move processes are managed in accordance with the client’s and JLL policies and procedures
- Comply with all JLL policies and procedures, including but not limited to time & expenses, ethics and business practice
- Support the MAC Managers to plan, schedule and implement relocations, providing the main client contact with scheduled dates, move instructions, and move orientations for large groups as required.
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
- Minimum 2 years Experience in a similar role within a Corporate Real Estate Environment.
- Background in project administration / coordination.
Critical Competencies for Success
- Prior knowledge of PMWeb / Other Project Management Software.
- Excellent Microsoft Excel skills
- Strong Microsoft, PowerPoint skills
- Ability to utilize the Microsoft Office suite of technologies
- Strong time management skills.
- Excellent written and verbal communication skills
- Flexibility with work hours
- Ability to multi-task and work both in a team and independently
- Highly organized with strong analytical skills, the role is very admin heavy
- Strong interpersonal skills with an ability to interact with executive level external and internal clients
- Capacity to deal with ambiguity and address complex problems
Other Personal Characteristics
- Team player is essential.
- Must be self-motivated.
- Face to face and/or remote daily interpersonal interaction is usually required in order to perform the role.
KEY STAKEHOLDERS
- Client Key Stakeholders – Strategic Planning Team
- Facilities Management Team
- Client Real Estate wider-team
- Finance Team
- End User Customers
- Vendor Staff
REPORTING TO –
MAC Lead and working alongside entire MAC/Agile Team (Circa 10).
#LI-ND1
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! If you require any changes to the application process, please email EMEATA@jll.com or call + 44 ( 0 ) 20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.
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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.
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At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each ofusunique. We help ourpeople thrive, grow meaningful careersand find a place where they belong.Together, we strive to be exceptional and shape a better world.
For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visitjll.com .
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Business Support, Administrative Assistant employer: Jones Lang LaSalle Incorporated
Contact Detail:
Jones Lang LaSalle Incorporated Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Business Support, Administrative Assistant
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, such as PMWeb, Prism, and Smartsheet. Having hands-on experience or even completing online tutorials can give you a significant edge during interviews.
✨Tip Number 2
Brush up on your Microsoft Excel skills, as this role requires strong proficiency. Consider creating sample spreadsheets to demonstrate your ability to manage data effectively, which could impress your interviewers.
✨Tip Number 3
Prepare to discuss your previous experiences in project administration or coordination. Think of specific examples where you successfully managed tasks or resolved issues, as this will showcase your relevant skills and problem-solving abilities.
✨Tip Number 4
Since communication is key for this role, practice articulating your thoughts clearly and confidently. You might want to engage in mock interviews or discussions with friends to refine your verbal communication skills.
We think you need these skills to ace Business Support, Administrative Assistant
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative support and project coordination. Use keywords from the job description, such as 'MAC', 'Agile', and 'project management software' to catch the employer's attention.
Craft a Compelling Cover Letter: Write a cover letter that showcases your communication skills and ability to manage multiple tasks. Mention specific examples of how you've successfully handled similar responsibilities in previous roles.
Highlight Technical Skills: Emphasise your proficiency in Microsoft Excel and other project management tools mentioned in the job description. Provide examples of how you've used these tools to improve efficiency or manage projects.
Showcase Interpersonal Skills: Since the role requires interaction with various stakeholders, include examples of your strong interpersonal skills. Describe situations where you effectively communicated with team members or clients to resolve issues.
How to prepare for a job interview at Jones Lang LaSalle Incorporated
✨Know Your Role
Familiarise yourself with the specific responsibilities of the Business Support, Administrative Assistant position. Understand the key tasks such as managing MAC requests and coordinating logistics, so you can discuss how your experience aligns with these duties.
✨Showcase Your Communication Skills
Since the role requires clear communication with various stakeholders, prepare examples that demonstrate your ability to communicate effectively at all levels. Think about times when you resolved queries or facilitated meetings successfully.
✨Highlight Your Organisational Skills
This position is admin-heavy, so be ready to discuss your time management and organisational skills. Share specific instances where you successfully managed multiple tasks or projects simultaneously, showcasing your ability to stay organised under pressure.
✨Demonstrate Flexibility and Teamwork
The job requires a team player who can also work independently. Prepare to discuss how you've adapted to changing situations in previous roles and how you’ve collaborated with others to achieve common goals.
