Brokerage Assistant

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate. We’re a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 60,000 individuals. And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.

* Provide high level support to multiple real estate professionals, including a large amount of details relating to complex real estate transactions. * Perform administrative duties specific to business units and maintain a high level of professionalism and integrity as a team player across the organization and possess the ability to work for and communicate in various forms with peers, multiple level managers, supervisors, external clients and vendors with minimal daily supervision. * Responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment including open houses. * Conduct regularly scheduled meetings with broker team to ensure accurate work in progress/commission reports for brokers * Perform administrative office support functions and activities for multiple managers including but not limited to answering phones, on/off site meeting planning, travel and expense management, filing, faxing and informational assistance by directing telephone traffic and greeting clients. * Provide cross-functional backup to administrative staff as needed * Create, maintain and/or purge files and records, including real estate transaction files * Prepare documents including Request for Proposals, Letters of Intent, correspondence, reports and account invoices. Act as a resource for gathering research information and completing market surveys, including building information, maps and pictures, CoStar data, Ad Hoc report generation and creating building tours, Client X-ray books and performing miscellaneous special projects (i.e. coordinate mass marketing mailings). * Update and maintain databases to track prospects, clients and deal information * Receive, process and send invoices to appropriate authority for payment in a timely manner. * Update and maintain company Client First database to track prospects, clients and deal information. * Prepare property marketing materials including flyers, presentations, direct mail, tour books and other documents requiring a high level of accuracy that are in accordance with the JLL brand standards. * Provide interface for brokers on IT issues, including computer needs, email, voicemail, mobile devices, and other related technology and equipment. * Perform other related duties as assigned

* Minimum 5-7 years administrative experience within commercial real estate industry * 4 year college degree preferred * Strong experience supporting multiple people * Strong ability to multi-task with multiple projects and deadlines in a “high volume work environment * Highly organized with strong attention to detail and accuracy * Strong interpersonal and communication skills, both verbal and written * Working knowledge of CRE financial models * Advanced working knowledge of Microsoft Word, Excel, PowerPoint, and Internet/web based applications; type 65+ WPM * Advanced working knowledge of Adobe Creative Suite (including InDesign, Illustrator, Photoshop, etc.) * Advanced working knowledge of AIR, CoStar, RCA, MS Streets and Trips, mapping software, CRM, PeopleSoft, etc a plus * Must be able to work independently; take initiative to get things done with little supervision