Office Manager
 JLL | |
 United States, California, San Diego | |
 Sep 24, 2024 | |
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Job Summary
This position is responsible for providing leadership, supervising, implementing administrative systems, procedures and policies. You will work closely with the Office Head to ensure the office runs smoothly and coordinates efforts with Office Head, Corporate Departments, and associates to ensure organizational, office goals and objectives are met. This position will also serve as an executive assistant to the office head and will help with calendaring, expenses and providing production support in marketing of real estate transactions from start to finish. Main Responsibilities Oversee and coordinate all office activities and facilitate day-to-day operations. Identify and implement improvements to existing processes to ensure efficient office operations. Ensure that company policies are followed and communicate new policies, procedures, and best practices to staff. Develop administrative staff by providing training, information and access to resources. May supervise either directly or indirectly. Type correspondence/memos, proofread documents, assemble various reports and presentations. Create and produce customized property information materials. Organize and file important deal related correspondence. Help manage and update deal statuses and manage some press releases and marketing lists. Participateand make recommendations in office planning process with Office Head and assist with company-wide functions, inside JLL such as Annual Production Meeting and Analyst Conference and outside JLL, such as industry events. Organizespecial office or department activities such as company events, staff appreciation activities, and office moves. Make decisions and approve expenses with budgetary restrictions in mind. Periodically perform expense analysis to ensure expenses are in line with budget. Maintain office filing system and oversee proper maintenance of off-site storage. Responsible for file retention guidelines and determination of what documents can be destroyed. Responsible for ensuring data is correct in internal database (Captrack) and following up on missing information. Serve as office contact for all corporate departments such as Human Resources, Accounting, Marketing and Information Technology: Human Resource contact for recruiting process (screening applicants, interview coordination, new hire onboarding), attendance keeping, payroll matters, performance and merit reviews, and new employee training. Resolve any personnel issues, either by handling or working with Human Resources. This includes being familiar with employment law and being the "front line" representative to deal with office issues. Accounting contact for processing of invoices, reviewing and approving employee expense reports. Work with Marketing on the coordination ofevents, press releases, and JLL publications. Coordinate with IT to ensure all employees have proper computer and phone equipment, access to systems, enabled/disabled etc. Limited technical support for computers and servers. Other duties as assigned. Education College degree preferred or equivalent experience. Computer Skills Intermediate working knowledge of Word, Excel and Power Point, Windows (Office 2013 version). Environment Office - work with computers, copiers, and scanners. | |