Office Manager

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 (note the secretaries report directly to their team Directors so your role is to co-ordinate and support)
• 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
  
  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
  
  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. 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.
We are looking for a Birmingham Office Manager and business team support About JLL We're JLL. We're a professional services and investment management firm specialising in real estate. We help organisations around the world achieve their ambitions by owning, occupying and investing in real estate. If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at JLL!, 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. Keep those ambitions in sights and imagine where JLL can take you..., 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.