Office Coordinator

Job description

OFFICE COORDINATOR

Location: Walnut Creek, California
Reports to: VP, Markets Operations, Northwest Region

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. As a Fortune 200 company, we help real estate owners, occupiers and investors achieve their business ambitions. We have nearly 300 corporate offices across 80 countries, with a team of more than 86,000 individuals.

If you’re looking to step up your career, JLL is the perfect professional home. With us, 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 and 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!

What this job involves

JLL is looking for an Office Coordinator to join its winning team of professionals in its Walnut Creek 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

·  Collaborates with Project Coordinators on overflow of projects
·  Greet/host/provide front desk support for guests, visitors and employees
·  Housekeeping Duties (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance, etc.)
·  Maintain all conference rooms for cleanliness / reserve conference rooms, including ordering and/or setup
·  Coordinate the daily conference room schedule
·  Order, maintain and organize all kitchen and office supplies
·  Coordinate vendor services, including: janitorial, mailroom, copier services, parking, badging, and conference rooms
·  Assists with the coordination and scheduling of office/building maintenance activities
·  Point of contact for all packages/deliveries
·  Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
·  Update phone lists, photo organization charts, and seating plans
·  Serve as the emergency point of contact
·  Assist with onboarding new employees (setting up parking, building access, etc.)
·  Assist with special events (client events, holiday events, team days, etc.)
·  Assist with mail outs (invitations, holiday cards, thank you cards, etc.)
·  Check coding and deposits
·  Maintain and distribute (if applicable) office spreadsheets (i.e.: agreements, BRE licenses, broker roster, etc.)

Project Coordinator responsibilities

·  Prepare and track expense reports
·  Prepare and track check requests
·  Processing account and client reimbursable invoices
·  Update and maintain company CRM (e.g. Spider) to track prospects, clients and deal information
·  Create tour books & surveys
·  Assist with meeting bookings & event planning
·  Travel booking for corporate & client events
·  Printing, binding & preparing collateral
·  Overflow support from Project Coordinators may include or develop into:
·  Manage, update, and process deal file paperwork, gather and label required documents, obtain necessary approvals & close transactions in financial software
·  Manage and review monthly WIP reports with key stakeholders
·  Provide interface for brokers on IT issues, including computer needs, email, voicemail, cell phones, and other related technology and equipment
·  Update and maintain broker professional profiles and other marketing related material as needed
·  Provide support to team in technology applications as needed, and other company supported programs
·  Client Relationship Database Entries (contacts, distribution list)
·  Provide adhoc marketing support by compiling statistics for reports and publications
·  Respond and follow through to requests for information and communicate with all levels of management with minimal supervision
·  Duties assigned as the business needs require
·  Join and participate in weekly operations team meetings

Experience and qualifications

·  College degree or commensurate experience preferred, but not required
·  At least 1 year administrative/facilities experience supporting multiple people (preferably in the commercial real estate industry) preferred, but not required
·  Demonstrate a high level of proficiency and working knowledge of Microsoft Word, Excel, Power Point, Outlook, Mapping and capability to master company specific database software
·  Demonstrated capacity to multi-task in a fast-paced, professional environment
·  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, sideways, inside and outside the organization and uses tact and diplomacy
·  Learning 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 tasks
·  Excellent customer service and relationship building skills
·  Strong organizational, interpersonal and communication skills
·  Optimistic and outgoing personality
·  General accounting clerk skills
·  Work independently with minimal supervision
·  Have a working knowledge of Audio-Visual equipment located in the conference rooms
·  Excellent oral and written communication skills (spelling, grammar and punctuation)
·  Be a team player, dealing effectively with coworkers and internal clients at all levels

What you can expect from us

We’re an entrepreneurial, inclusive culture. We succeed together—across the desk and around the globe. We believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, well-being, benefits and pay. We’ll offer you a competitive salary and benefits package.

With us, you’ll develop your strengths and enjoy a career full of varied experiences. We can’t wait to see where your ambitions take you at JLL.

Apply today!

JLL Privacy Notice

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.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jl..com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.