Business Support, Administrative Assistant in City of Westminster

JLL empowers you to shape a brighter way. Our people at JLL 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.

JLL supports the Whole You, personally and professionally. 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 to our clients. We support them through professional growth, flexibility, and personalised benefits to manage life in and outside of work.

What this job involves:

The Business Support role is a pivotal operational cornerstone for the Project & Development Services (PDS) Business. This position serves as the administrative foundation that enables fee earners and team leads to focus on their core technical responsibilities and deliver exceptional client outcomes. Operating primarily at a local level, you will be an integral part of a dynamic team with extensive connections within your local office, including involvement in charitable and social events.

Your role will also comprise providing coordinated support to the national PDS team as needed, thereby contributing to the organisational infrastructure crucial for team success. As a Business Support professional, you will be at the core of daily operations, responsible for managing communications, coordinating team activities, processing documentation, maintaining systems, and ensuring the smooth execution of administrative processes.

The success of the PDS team depends critically on having a skilled, proactive Business Support professional who can anticipate needs, navigate challenges independently, and maintain the robust administrative framework that underpins all client service activities. Through their attention to detail, organisational abilities, and commitment to excellence, the Business Support professional directly contributes to client satisfaction, team efficiency, and the continued growth of JLL's reputation for outstanding service delivery across its extensive portfolio.

What your day-to-day will look like:

• Serve as the primary point of contact for your assigned team, delivering comprehensive administrative support that anticipates needs and resolves challenges proactively.
• Maintain a strong and accessible presence for your team. While we embrace flexible working arrangements, this is an office-based role requiring regular office attendance (3 - 5 days a week with exceptions strictly by line manager approval) to provide timely support.
• Demonstrate equal engagement in virtual environments through active online presence (MS Teams) and video participation during remote meetings.
• Maintain regular connects with the team and team lead to allow quick resolution of matters and outstanding items.

General:

• Provide full administrative support to your assigned team within your local office.
• Provide support to the national PDS business support team as required.
• Coordinate with the offshore PDS Business Support team in the JLL Business Services Function (JBS) for designated tasks and business processes.
• Example tasks include but are not limited to: Booking travel and processing expenses, scheduling meetings, booking meeting rooms and coordinating refreshments as required, typing and formatting of technical reports and presentations, document production using Microsoft Office 365 software.
• Be fully conversant with all available JLL systems and tools and provide support to your team in line with best practice.
• Co-ordinate new starters/leavers process in conjunction with PDS Operations team and local office protocols.
• Maintain accurate filing according to the PDS CloudFirst document management protocol.
• Maintain client contact details in CRM system i.e. Salesforce.
• Deal with staff and client queries as required.

Communications:

• Coordinate and distribute team communications, announcements, and policy updates.
• Manage team distribution lists and ensure accurate contact information.
• Maintain professional telephone and email etiquette as first point of contact.
• Organise and coordinate internal team meetings.
• Prepare meeting materials, agendas, and presentation packages in accordance with best practice QA and branding standards.
• Serve as a communication bridge between technical teams, management, and support functions.

Financial & Business Intelligence:

• Process Purchase Orders, Speedchart numbers and third-party consultant costs as required.
• Maintain Salesforce opportunity data and update previous entries to ensure accuracy of pipeline.
• Assist with financial reporting and reconciliation.
• Support the monthly forecast collation process using Salesforce.
• Monitor financial metrics and actively drive progression through to completion.

Desired or preferred experience and technical skills:

• Excellent knowledge of MS Sharepoint, Teams, Word, Excel, PowerPoint, Outlook and Nitro/Adobe PDF.
• Comfortable learning new systems and willing to be an early adopter including AI tools.
• Ability to prioritise workload with attention to detail and willingness to complete tasks in a timely and efficient manner.
• Great organisation skills with the ability to delegate effectively.
• A confident and proactive approach to work with excellent communication and strong interpersonal skills.
• Customer focused and client care.
• Ability to work independently with minimal supervision.

Location: On-site - London, GBR