Office Assistant

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 teamDrive office culture, client experience and employee experience each dayWelcome guests and be the front face of the corporate officeCoordinating conference room reservations, assist in AV setup or conference room setup as neededAnswer all calls to JLL main line, conduct basic CoStar searches for property information as neededProcess commission checks dailyAssist 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 auditsCoordinate vendor services, including: janitorial, mailroom, copier services, parking, badging, and conference roomsPrepare and track vendor payments – periodical subscriptions, headshots photography, etc. Partner with building management and building security as neededManage any parking validations if applicableCoordinate security access cards for employees, guests and vendorsHousekeeping Duties (i.e.: maintain café area, load/unload dishwasher, coffee machine maintenance, etc.)Welcome and support new hire employees on their first dayResolving any printer/copier issuesCoordinate and manage workspace movesMaintain 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 supervisionOther 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 preferredDemonstrate a high level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, OutlookInterpersonal savvy – relates well to all kinds of people inside and outside the organization and uses tact and diplomacyCapability to master company specific database software, mapping, CoStar, and Adobe Creative Suite (specifically Acrobat), familiarity with Canva is a plusDemonstrated capacity to multi-task in a fast-paced, professional environmentDealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can comfortably handle risk and uncertaintyLearning 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 tasksExcellent customer service and relationship building skillsGeneral accounting clerk skillsHave a working knowledge of Audio-Visual equipment located in the conference roomsExcellent oral and written communication skills (spelling, grammar and punctuation)Be a team player, partnering effectively with coworkers and internal clients at all levels