Brokerage Assistant

JLL

(Saint Louis, Missouri)
Full Time
Job Posting Details
About JLL
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.
Summary
We are currently seeking a Brokerage Assistant to support our team in our office in St. Louis, MO. This role provides administrative support under the direct supervision of a combined team. The BA will work in a fast-paced, team-oriented environment.
Responsibilities
**Administrative Responsibilities:** * Provide support to the team in technology applications, i.e., CRM, InDesign, Outlook, Word, Excel, PowerPoint and other company supported programs. * Prepare and execute expense reports on a regular and timely basis; mail reports with receipts to corporate accounting group. * Create and maintain filing system and efficient information retrieval system. * Schedule appointments and coordinate calendars. * Perform clerical duties to include photocopying, mailing and faxing documents. * Produce timely and accurate word-processed documents (reports, memos, proposals, charts, agreements, PowerPoint presentations, etc.) * Assist other teams, disciplines or business units, when required. * Prompt and consistent attendance as required by the job. * Submit check requests for the team to Corporate Accounts Payable department. * Help keep the front lobby, conference rooms, kitchen and workroom clean and organized. * Order and stock office supplies for the kitchen and/or workroom. * Help answer phone calls to the main office line and maintain mailbox when necessary. * Greet guests at reception area when necessary. * Handle daily property blasts and new standard property email creations. * Make any updates to Property Listing Services. **Marketing Related Responsibilities:** * Prepare and distribute marketing materials/packages. . * Coordinate/manage mailings- partner with marketing department and/or external vendor as needed. * Manage process of distribution, list updates and activity reporting. * Update, process and submit proposals and pitches. * Manage the workflow and approval process. * Produce status reports, as needed. * Assist with creating and updating standard property flyers. * Update standard placemats for pitches. * Assist with updating and creating Tour Books and surveys. * Assist team with preparing and updating client-specific reports. * Contact internal and external resources for information. * Assist and participate as needed for industry functions or client events. * Work with appropriate contact to maintain intranet/extranet sites for client and property purposes. * It is expected that the assistant will have direct contact with some of the brokers representing prospects and will request updates from them. * Support the team in utilizing Outlook, CRM / Sales Lite and other, data entry and maintenance for the purposes of direct marketing and client relationship development.
Ideal Candidate
* Bachelor’s Degree or commensurate experience required. * Workplace experience, minimum of 2 years in administrative support role – a marketing background is preferred. * Advanced Microsoft office product knowledge –, Excel, Word, PowerPoint, and Outlook. Basic Adobe product knowledge – InDesign and Photoshop * Adaptability – Maintain effectiveness in varying environments, tasks and responsibilities, or with various types of people. * Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect. * Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty. * Interpersonal Savvy – relates well to all kinds of people, up, down and sideways, inside and outside the organization uses diplomacy and tact. * Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks. * Time Management – use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others. * Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect. * Attention to detail – is thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended on to do each task accurately and completely.

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