We are seeking an Administrative Assistant for our Tampa office to perform a wide range of administrative and office support activities. The ideal candidate for this position is naturally helpful and friendly, organized, and proficient in Microsoft Office applications.
Responsibilities include:
- Front desk reception responsibilities including greeting clients/guests, answering and routing calls, monitor and route VM messages from the main line inbox
- Maintain reception area to be neat and tidy at all times
- Process incoming and outgoing mail
- Prepare overnight packages for delivery or drop off at the drop box as needed; route/notify incoming packages to the recipient
- Process vendor check requests
- Work Room; maintain general order, supplies stocked, equipment in good working order; fill Xerox printers paper trays daily
- Break Room; maintain general order, supplies stocked, equipment in good working order
- Conference room and team rooms; maintain calendar, set up for meetings offer/provide refreshments, reset after meeting completion
- Order supplies; maintain inventory levels
- Assist Brokerage Assistants/Coordinators with overflow projects, printing and binding presentation materials, mass mailings, market surveys/tours
- Prepare broker expense reports
- Assist with organizing special internal events and broker events
- Maintain electronic and hard copy filing system
- Participate in all relevant training courses offered by JLL
- Update the Monthly Availabilities eblasts
- Work with Facilities or Property Management to address any maintenance issues
- Maintain postage and shipping supplies
- Maintain office telephone directory, distribute as needed
- Have a sound knowledge of office procedures and an attitude to accept responsibilities and to work autonomously as required, but also participate as a team member within the business unit
- Assist Operations Manager as needed
- Additional responsibilities as assigned by Manager
Key competencies:
- Naturally helpful and friendly manner
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
- Working knowledge of Photoshop and InDesign
- Knowledge of operation of standard office equipment
- Communication skills – written and verbal
- Planning and organization
- Prioritizing and multi-tasking
- Problem assessment and problem solving
- Information gathering and information monitoring
- Attention to detail and accuracy
- Flexibility
- Adaptability
- Teamwork
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