Office Assistant

JLL empowers you to shape a brighter way.  

Our people at JLL and 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.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

OFFICE ASSISTANT

Location: Phoenix Corporate Office

Reports to: Operations Director

What this job involves

JLL is looking for an Office Assistant to join our winning team of professionals in our Phoenix Corporate Office. Duties performed may include a broad range of complex tasks involving confidential or technical information. This position requires a person who can be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.

Key responsibilities

• Coordinate office operations in partnership with local leadership team
• Drive office culture, client experience and employee experience each day
• Welcome guests and be the front face of the corporate office
• Coordinating conference room reservations, assist in AV setup or conference room setup as needed
• Answer all calls to JLL main line, conduct basic CoStar searches for property information as needed
• Process commission checks daily
• Assist with event planning and setup/teardown for office events (i.e. holiday party, large meetings, happy hours, etc.)
• Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
• Order, maintain and organize all kitchen and office supplies; conduct regular inventory audits
• Coordinate vendor services, including: janitorial, mailroom, copier services, parking, badging, and conference rooms
• Prepare and track vendor payments – periodical subscriptions, headshots photography, etc.
• Partner with building management and building security as needed
• Manage any parking validations if applicable
• Coordinate security access cards for employees, guests and vendors
• Housekeeping Duties (i.e.: maintain café area, load/unload dishwasher, coffee machine maintenance, etc.)
• Welcome and support new hire employees on their first day
• Resolving any printer/copier issues
• Coordinate and manage workspace moves
• Maintain and distribute office spreadsheets (i.e.: contact lists, organization charts, etc.)
• Respond and follow through to requests for information and communicate with all levels of management with minimal supervision
• Other duties as assigned 

Experience and qualifications

• 1-3 years administrative/facilities experience supporting multiple people (preferably in the commercial real estate industry)
• College degree or commensurate experience preferred
• Demonstrate a high level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook
• Interpersonal savvy – relates well to all kinds of people inside and outside the organization and uses tact and diplomacy
• Capability to master company specific database software, mapping, CoStar, and Adobe Creative Suite (specifically Acrobat), familiarity with Canva is a plus
• Demonstrated capacity to multi-task in a fast-paced, professional environment
• Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can comfortably handle risk and uncertainty
• Learning on the fly – learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoys the challenge of unfamiliar tasks
• Excellent customer service and relationship building skills
• General accounting clerk skills
• Have a working knowledge of Audio-Visual equipment located in the conference rooms
• Excellent oral and written communication skills (spelling, grammar and punctuation)
• Be a team player, partnering effectively with coworkers and internal clients at all levels

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

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

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits include:

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary 
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a fully copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

Accepting applications on an ongoing basis until candidate identified.