Business Support, Administrative Assistant Full Time NEW

The Business Support role is a pivotal operational cornerstone for the Project & Development Services (PDS) Business. This position serves as the administrative foundation that enables fee earners and team leads to focus on their core technical responsibilities and deliver exceptional client outcomes.

Operating primarily at a local level, you will be an integral part of a dynamic team with extensive connections within your local office, including involvement in charitable and social events. Your role will also comprise of providing coordinated support to the national PDS team as needed, thereby contributing to the organisational infrastructure crucial for team success. As a Business Support professional, you will be at the core of daily operations, responsible for managing communications, coordinating team activities, processing documentation, maintaining systems, and ensuring the smooth execution of administrative processes.

The success of the PDS team depends critically on having a skilled, proactive Business Support professional who can anticipate needs, navigate challenges independently, and maintain the robust administrative framework that underpins all client service activities. With strong interpersonal skills and technical capabilities, this role forms the operational backbone that empowers technical experts to excel in their specialised work.

Through their attention to detail, organisational abilities, and commitment to excellence, the Business Support professional directly contributes to client satisfaction, team efficiency, and the continued growth of JLL’s reputation for outstanding service delivery across its extensive portfolio.

What your day-to-day will look like

• Serve as the primary point of contact for your assigned team, delivering comprehensive administrative support that anticipates needs and resolves challenges proactively.
• Maintain a strong and accessible presence for your team. While we embrace flexible working arrangements, this is an office-based role requiring regular office attendance (3 – 5 days a week with exceptions strictly by line manager approval) to provide timely support. Demonstrate equal engagement in virtual environments through active online presence (MS Teams) and video (camera on) participation during remote meetings.
• Maintain regular (daily or as required) connects with the team and team lead to allow quick resolution of matters and outstanding items.

More Information On The Job Description General

• Provide full administrative support to your assigned team within your local office.
• Provide support to the national PDS business support team as required i.e. ad hoc sickness and annual leave cover. To include support to wider teams in local offices as required and matrix reporting to local office manager/lead.
• Coordinate with the offshore PDS Business Support team in the JLL Business Services Function (JBS) for designated tasks and business processes. Example tasks include but not limited to:
• Booking travel and processing expenses
• Scheduling meetings, booking meeting rooms and coordinating refreshments as required.
• Typing and formatting of technical reports and presentations. Utilising other remote options such as backup typing as necessary.
• Document production using Microsoft Office 365 software including Nitro/Adobe.
• In due course, undertake surveying executive responsibilities following appropriate training. Including but not limited to specialised tasks such as construction contract coordination and other technical functions as required by the business.
• Be fully conversant with all available JLL systems and tools and provide support to your team in line with best practice. Embrace JLL ChatGPT and AI tools to enhance your daily productivity and streamline work processes.
• Co-ordination of new starters/leavers process in conjunction with PDS Operations team and local office protocols.
• Set up project files and maintain accurate filing according to the PDS CloudFirst document management protocol
• Maintain the Integrated Management System (IMS) audit log via PDS Operations to ensure comprehensive tracking and compliance
• Maintain accurate equipment records and inventory management via the PDS Operations team
• Maintain client contact details in CRM system i.e. Salesforce
• Deal with staff and client queries as required.

Communications

• Coordinate and distribute team communications, announcements, and policy updates
• Actively facilitate communication flow between local office, national business support and operational teams
• Manage team distribution lists and ensure accurate contact information
• Maintain professional telephone and email etiquette as first point of contact
• Organise and coordinate internal team meetings
• Prepare meeting materials, agendas, and presentation packages in accordance with best practice QA and branding standards
• Prepare and distribute meeting minutes and action item summaries using JLL GPT.
• Serve as a communication bridge between technical teams, management, and support functions
• Coordinate with other JLL departments (HR, IT, Finance) for team requirements.
• Coordinate with the PDS Pursuits Team for timely marketing collateral updates (including CVs, Case Studies etc.)

Financial & Business Intelligence

• Process Purchase Orders, Speedchart numbers and third-party consultant costs as required
• Maintain Salesforce opportunity data and update previous entries to ensure accuracy of pipeline and close once secured/lost.
• Maintain Certinia project data to ensure accuracy of secured work i.e. correct project end date, billing milestones to include correct naming convention, delivery owner, market, budgets etc.
• Assist with financial reporting and reconciliation i.e. recoverable expenses, third party costs, invoices requiring evidence for the purpose of revenue recognition etc.
• Support the monthly forecast collation process using Salesforce and Certinia.
• Support month-end and quarter-end closing activities
• Monitor financial metrics and actively drive progression through to completion i.e. aged debts, accruals, items pending revenue recognition.
• Actively drive the timely submission and approval of timecards (if applicable to the business line you support).
• The above tasks are to be undertaken within the timelines outlined by PDS Operations to ensure a coordinated approach to data accuracy across the national business.
• Maintain vendor relationships

Desired or preferred experience and technical skills:

• Administration experience essential
• Excellent knowledge of MS Sharepoint, Teams, Word, Excel, PowerPoint, Outlook and Nitro/Adobe PDF. Knowledge and willingness to use JLL GPT and other AI tools.
• Excellent knowledge of office administration software such as Salesforce, Certinia, Workday, Peoplesoft and Qualtrics (training will be provided where required).
• Comfortable learning new systems and willing to be an early adopter including AI tools.
• Ability to prioritise workload with an attention to detail and willingness to complete tasks in a timely and efficient manner
• Great organisation skills with the ability to delegate effectively
• An appreciation of Quality Assurance protocols and the ability to implement effectively
• A confident and proactive approach to work with excellent communication and strong interpersonal skills
• Customer focused and client (staff) care
• Ability to work independently with minimal supervision