Administrative Assistant

Role Purpose

An opportunity for a Team Business Support to join JLL's Bristol Building Consultancy team has arisen.

The role is an important one working for a busy team of 12 Building Surveyors ranging from Graduates to Directors who work with a number of large profile clients on a variety of professional instructions such as Surveys, Dilapidations, Planned Maintenance Reports as well as refurbishment and alteration projects typically in the commercial office, industrial, retail and higher education sectors.

What this job involves

• Support the team with maintaining Salesforce and assisting with pipeline and flash reporting.
• Act as a link between your team and the data admin team to ensure that the month end billing process is seamless.
• Provide full administrative and business support to the team including but not limited to:
• Help improve the efficiency and productivity of the team through increased use of Business Support resource.
• Looking ahead at team members diaries to help plan for meetings, inspections, supplier bookings etc.
• Obtaining quotes and making bookings with suppliers such as access hoists, drones etc on behalf of surveyors.
• Researching information to aid inspections and reports such as EPC, flood risk, planning, building regulations etc.
• Report pre-population and production using MS Word, Excel, PowerPoint and PDF software (Nitro & Adobe).
• Typing, formatting and proof-reading letters, technical reports and pitch documentation.
• Minutes - taking and typing project and team minutes, as required.
• Processing expenses and making travel arrangements.
• Arrange department and client meetings. Book meeting rooms and provide refreshments as and when required.
• Supporting in team social events and the planning of wider department events/CPD's where required.
• Co-ordination of new starters/leavers process including updating relevant distribution lists.
• To become fully conversant with JLL systems & tools and provide support to your team in line with best practice.
• Share sickness and holiday cover on a rota basis with other Business Support staff.
• Support the Operations team in delivering improvements.

Sound like you? To apply you need to be / have:

• Proficient in MS Word, Excel, MS PowerPoint, Outlook, MS Teams SharePoint and OneDrive.
• Copy and Audio Typing experience.
• A confident and proactive approach to work.
• Ability to prioritise workload, attention to detail and willingness to complete tasks in a timely and efficient manner.
• Proven organisational skills.
• Excellent telephone manner and strong interpersonal skills to deal with a wide variety of people and clients.
• Proven ability to work independently with minimal supervision and make decisions when necessary.
• Team player with a positive 'can do' attitude and co-ordinate with other PDS Business Support staff.
• Ability to work under pressure and to tight deadlines.

Adecco acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. The Adecco Group UK & Ireland is an Equal Opportunities Employer.

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