Administrative Assistant - Brokerage
JLL - Portland, OR
Position Summary:
SUMMARY
Jones Lang LaSalle is looking for an Administrative Assistant to join its winning team of professionals in its Portland, Oregon office. This position will be responsible for providing full administrative and marketing support to two or more key executives in the organization. Examples of work performed may include a broad range of complex responsibilities involving confidential or technical information, such as compiling reports, furnishing information, scheduling meetings and preparing agendas, responding to routine correspondence, researching background material, and responding to visitors and telephone calls. This position may exercise considerable judgment and discretion in completing assignments.
ESSENTIAL FUNCTIONS
- Full-time reception duties for office location of 40 real estate professionals.
- Provide support for guests, visitors and employees.
- Prepare and distribute presentations, reports, proposals, spreadsheets, correspondence and other documents
- Create and maintain detailed real estate documents requiring high levels of accuracy including, market surveys, tours, proposals, etc.
- Serve as an information resource by conducting research, assembling data, and performing special projects
- Maintain and update client/prospect databases
- Coordinate mass marketing mailings
- Process expense reports, prepare deals for close out, enter pertinent deal information into JLL proprietary database etc.
- Manage client relationship database for specific brokers
- Provide informational assistance by directing telephone traffic and greeting clients
- Create, maintain and/or purge files and records, including real estate transaction files
- Schedule appointments and coordinate travel arrangements
- Facilities responsibilities include, but not limited to:
- Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers
- Resolves problems associated with all building services including: janitorial, Mailroom, Copier Services, parking, badging, and conference rooms.
- Assists with move coordination activities in advance, on move day, and after move events.
- Coordinate special events in support of client or Jones Lang LaSalle
- Assists with the coordination and scheduling of maintenance activities
- Orders and restocks office supplies
- May be asked to support or perform other activities including switchboard, helpdesk, or reception desks, as necessary.
- Provide interface for managers on IT issues, including computer needs, email, voicemail, iPhone/BlackBerry, and other related technology and equipment.
- Troubleshoot office equipment problems
EDUCATION AND EXPERIENCE
- Associate’s degree or equivalent business experience
- Minimum 2 years of administrative experience, preferred
- Minimum 1 year of experience supporting multiple people
KNOWLEDGE, SKILLS, AND ABILITIES
- Strong ability to multi-task with multiple projects and deadlines in a “high volume” work environment
- Strong organizational, creativity, interpersonal and communication skills.
- Advanced working knowledge of Microsoft Word, Excel, Power Point, and Internet programs.
- Must be able to work independently
- Takes initiative to get things done with little supervision
Posted: 30+ days ago
