Office Manager
JLL - Portland, OR
Position Summary:
OVERVIEW
Office Manager is a collaborative team supporter for the account team to provide world class operational service delivery to the client’s portfolio and customers, reporting directly to Account Leadership. A clear communicator both verbal and written, organized with effective time management skills, demonstrating a willingness to learn and adapt, with the highest standards of behavior, collaborative manner and work ethic.
ESSENTIAL FUNCTIONS
- Oversee employee on-boarding and off-boarding documentation and requirements, including coordination with client representative.
- Manage the employee cell phone, blackberry, computer technology hardware needs and issues. Maintain the up to date technology policies.
- Maintain up to date organization charts and organization maps to be posted on OneView Portal.
- Support the account leadership team to achieve the highest level KPI performance targets.
- Oversee programs as assigned, including Mentor Program and Reward and Recognition Program.
- Create PowerPoint presentations and spreadsheets for senior management.
- Responsible for managing the weekly account team communication, based on direction provided by the Managing Director.
- Provide support for the Managing Director for reporting, communications and presentations.
- Support team in making arrangements for meetings, group/team activities and events, travel needs, etc.
- Perform administrative duties (filing, photocopying, scanning and faxing) in an efficient and timely manner.
- Communicate in a clear and concise manner both verbally and in written documentation. Ensure accuracy via proofreading and editing documents for self and supported team members.
- Create and maintain electronic and hard-copy filing systems for the account.
- If requested, attend departmental meetings. Record, type and distribute minutes.
- Complete projects as requested professionally and accurately on or before deadline.
- Demonstrate highest professional standards of behavior. Work in a cooperative and collaborative manner with team members in all account disciplines.
- Demonstrate willingness and ability to develop new skills by assuming additional projects and tasks outside of normal responsibilities
- Build relationships with Client to support the team in achieving the highest Customer Satisfaction rating. Support the team with communications to clients and sites demonstrating a high customer service focus.
- Performs additional job duties as requested.
EDUCATION AND EXPERIENCE
- Degree, preferred – or demonstrated proficiency
- Minimum 5 years of administrative experience
- Minimum 3 years of experience supporting multiple people, preferably in commercial real estate
KNOWLEDGE, SKILLS, AND ABILITIES
- Demonstrate proficiency in English with writing and problem solving skills
- Demonstrate a proficiency in Microsoft Office Suite (Word, PowerPoint, Excel and Outlook) with keyboard speed and computer use proficiency
- Possess a working knowledge in navigating and conducting Internet and Intranet searches.
- Ability to maintain composure and re-prioritize work in a fast changing high stress environment
- Have a working knowledge of audio-visual equipment located in conference rooms, including an ability to connect videoconference calls.
- Possess proper oral and written communication skills (spelling, grammar and punctuation).
- Communicate professionally, in a clear and concise manner.
- Work independently with minimal supervision.
- Be a team player, dealing effectively with co-workers and internal clients at all levels.
- Pay attention to detail and show a willingness to complete projects in a timely and efficient manner.
Posted: 30+ days ago
