Office Manager in Birmingham

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.

We are looking for a Birmingham Office Manager and business team support.

Role Purpose: This role is to ensure the smooth operation and day to day running of the JLL Birmingham office (approx. 110 staff), including co-ordinating and liaising with the secretarial and reception business support team (4 full time staff); and provide PA services to the Lead Director for the region (Midlands). Ideally the person would have some administration/secretarial experience in the property sector, but this is not essential. The successful candidate will be reporting directly to the Regional Lead Director. Full training will be given where necessary.

What this job involves:

• Responsible for the smooth operation of the office, liaising with central teams in Property, HR, Finance, Sustainability, PR and Marketing.
• Working closely with the Regional Lead Director to manage the above, and support them as their PA in correspondence and diary management (approx. time split being 50% office manager, 15% PA role, 35% business team support).
• Leading and supporting the business support team, tracking office workload and working with team leads to support the efficient operation of the team.
• Being responsible for and delegating as appropriate office operations such as post collection, cleaning, café supplies, coffee machine operation, maintenance, reception staff, secretarial holiday/sickness cover, hiring of business support staff, Christmas party, staff welcome, inductions and corporate photos etc.
• Provide local support to the central Property team on landlord and tenant matters as well as supporting Risk and Environmental Audits.
• Prepare client and staff presentations working closely with the Lead Director.
• Organising staff/client lunches/dinners and corporate office events.
• Support work experience and graduate events/initiatives.
• Support the office charity, diversity, community and sustainability events and initiatives.
• Manage the Office Purchasing Card, coding correctly and obtaining approval.
• Ensure supplier invoices are coded and authorised through Peoplesoft.
• Having a working knowledge of office administration software such as Salesforce, Workday and Peoplesoft.
• Reviewing, submitting and recording Lead Director business expenses.
• Booking meetings, travel and accommodation for Lead Director (and associated colleagues).
• Providing office updates to staff.
• Complete any ad-hoc secretarial tasks for the Lead Director – Press releases, client event invitations, business development and market intel meeting notes.

You may be required to undertake other duties from time to time as we may reasonably require.

Sound like you? To apply you need to be / have:

• Good knowledge of MS Word, MS Excel, MS Powerpoint and MS Outlook.
• Good knowledge of Adobe PDF would be required.
• Comfortable learning new systems and willing to be an early adopter.
• Ability to prioritise workload with an attention to detail and willingness to complete tasks in a timely and efficient manner.
• Great organisation skills with ability to lead a small team and delegate.
• Administration/secretary experience required.
• A confident and proactive approach to work.
• Excellent communicator with strong interpersonal skills.
• Ability to work independently with minimal supervision.

What you can expect from us: You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences.

Location: On-site – Birmingham, GBR.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!