Front Desk Administrative Assistant
JLL - Portland, OR
Position Summary:
POSITION BRIEF
Provide high level support and leverage to multiple assigned real estate professionals, often handling a large amount of details relating to complex real estate transactions. Responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.
PRINCIPAL RESPONSIBILITIES
- Prepare documents including Request for Proposals, Letters of Intent, customer and prospect correspondence, reports, account invoices, etc. with direction from brokers and/or knowledge of company policies, procedures and best practices
- Create and edit presentations for prospect/client meetings
- Assist in the preparation of large marketing presentations, often with a short lead-time
- Assist with gathering research information and completing market surveys, including gathering building information, maps and pictures, CoStar data, and creating building tour books
- Process deal file paperwork; gather and label required documents; obtain necessary approvals
- Update and maintain company Contact Relationship Management database to track prospects, clients and deal information
- Invoice transactions, keep accurate work in progress/commission reports for brokers
- Perform analytical searches in CoStar and LoopNet
- Manage, update and post transactions to financial software
- Update and maintain broker professional profiles and other marketing related material as needed.
- Prepare and track broker expense reports in PeopleSoft
- Perform general administrative duties such as answering phones, filing, faxing, processing mail, scheduling meetings and making travel arrangements to further support and leverage the sales process
- Participate in regular administrative assistant and business unit meetings
Facilities responsibilities include, but not limited to:
- Full time reception duties for office location of 50 plus real estate professionals, providing support for guests, visitors and employees
- Assists with receiving and dispatching of work requests to technical staff, vendors or other service providers
- Works with on-site Property Management team to resolve problems associated with all building services including: janitorial, mailroom, copier services, parking, badging, and conference rooms
- Assist with the coordination of special events in support of client or Jones Lang LaSalle
- Assists with the coordination and scheduling of maintenance activities
- Orders and restocks office supplies
- Primary point person for switchboard/answering phones
- Provide interface for managers on IT issues, including computer needs, email, voicemail, iPhone, and other related technology and equipment
- Troubleshoot office equipment problems
QUALIFICATIONS
- Two (2) year degree or equivalent business experience
- Minimum two to three years experience supporting multiple people preferably in the commercial real estate industry or other professional services organization
- Must have had at least 1-2 years of experience supporting multiple people
- Strong organizational, interpersonal and communication skills
- Strong ability to multi-task with multiple projects and deadlines in a “high-volume” fast paced environment
- Strong proofreading and editing abilities
- Resourceful self-starter; pressure-durable
- High level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook, Mapping and database software
- Basic knowledge of Adobe Suite (InDesign, Illustrator, Photoshop) preferred
* Interested parties should submit their resumes with cover letter and salary requirements
Posted: 30+ days ago
