Not Authorized
You are currently not authorized to access this section.
Please contact your Administrator to change your authorization settings.
Please contact your Administrator to change your authorization settings.
Administrative Assistant
Waukesha, WI
Job Description
Shift - Monday to Friday; 1st shift; on-site daily
What this job involves - We are seeking a committed and detail-oriented Administrative Assistant to provide comprehensive support to our team and ensure the smooth operation of our office. The successful candidate will be responsible for handling a wide range of administrative tasks and performing various clerical duties. They will work closely with team members and external stakeholders to facilitate effective communication and efficient workflows.
What is the day to day?
Perform administrative duties (filing, photocopying, and scanning) in an efficient and timely manner.
Create and maintain electronic filing systems conductive to individual Business Unit needs.
Provide reception services as necessary.
Identify challenges and solicit assistance for resolution.
Attend departmental meetings as needed; record, type and distribute meeting minutes.
Manage ad hoc projects/initiatives as needed. Participate in and support firm-wide initiatives.
Respond to special requests and assist other Business Units as required.
Support training coordination for site to meet or exceed all training targets.
Coordinate safety, professional development and technical training programs, engaging with external service providers, tracking progress and reporting back to management all programmatic accomplishments.
Organize meetings, off site training, travel (including managing approvals), visitor badging, office supplies, and other duties as requested.
Assist with processing expense reports as requested.
Compile and prepare data for monthly and annual reports.
Coordinate and documents meetings and meeting minutes
Develop meeting agendas and associated PowerPoint presentations.
Distribute JLL communications and related materials to the team.
Work with team members to identify and respond to any financial or budgeting related issues.
Assist client's Environmental, Health & Safety team with processing & tracking process safety incidents and near misses/good catches using the client's Incident Management System (SAFE-IM)
Receive and process incoming work orders from the client's Computerized Maintenance Management System (Maximo)
Main point of contact for work requests from the Service Center and route work orders accordingly
Assist with verification customer and work order information for correctness, checking it against previously obtained information as necessary
Assess the scope of work and accurately determine what trade specific technician the work order should be assigned to. This may require field inspection of the jobsite to assess conditions and user impact
Support work order completion and closeout and customer acknowledgement of fulfillment
Any and all other duties assigned
Desired experience and technical skills -
Required
3+ years of administrative experience
High school diploma or GED required
Demonstrate a proficiency in Microsoft Office Suite (Word, PowerPoint, Excel and Outlook).
Possess proper oral and written communication skills (spelling, grammar and punctuation).
Communicate professionally, in a clear and concise manner.
Team and customer focused with a collaborative work style.
Preferred
B.A. in Business, Finance or Accounting is a plus
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
What this job involves - We are seeking a committed and detail-oriented Administrative Assistant to provide comprehensive support to our team and ensure the smooth operation of our office. The successful candidate will be responsible for handling a wide range of administrative tasks and performing various clerical duties. They will work closely with team members and external stakeholders to facilitate effective communication and efficient workflows.
What is the day to day?
Perform administrative duties (filing, photocopying, and scanning) in an efficient and timely manner.
Create and maintain electronic filing systems conductive to individual Business Unit needs.
Provide reception services as necessary.
Identify challenges and solicit assistance for resolution.
Attend departmental meetings as needed; record, type and distribute meeting minutes.
Manage ad hoc projects/initiatives as needed. Participate in and support firm-wide initiatives.
Respond to special requests and assist other Business Units as required.
Support training coordination for site to meet or exceed all training targets.
Coordinate safety, professional development and technical training programs, engaging with external service providers, tracking progress and reporting back to management all programmatic accomplishments.
Organize meetings, off site training, travel (including managing approvals), visitor badging, office supplies, and other duties as requested.
Assist with processing expense reports as requested.
Compile and prepare data for monthly and annual reports.
Coordinate and documents meetings and meeting minutes
Develop meeting agendas and associated PowerPoint presentations.
Distribute JLL communications and related materials to the team.
Work with team members to identify and respond to any financial or budgeting related issues.
Assist client's Environmental, Health & Safety team with processing & tracking process safety incidents and near misses/good catches using the client's Incident Management System (SAFE-IM)
Receive and process incoming work orders from the client's Computerized Maintenance Management System (Maximo)
Main point of contact for work requests from the Service Center and route work orders accordingly
Assist with verification customer and work order information for correctness, checking it against previously obtained information as necessary
Assess the scope of work and accurately determine what trade specific technician the work order should be assigned to. This may require field inspection of the jobsite to assess conditions and user impact
Support work order completion and closeout and customer acknowledgement of fulfillment
Any and all other duties assigned
Desired experience and technical skills -
Required
3+ years of administrative experience
High school diploma or GED required
Demonstrate a proficiency in Microsoft Office Suite (Word, PowerPoint, Excel and Outlook).
Possess proper oral and written communication skills (spelling, grammar and punctuation).
Communicate professionally, in a clear and concise manner.
Team and customer focused with a collaborative work style.
Preferred
B.A. in Business, Finance or Accounting is a plus
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
High School or Equivalent
Required Experience
3+ years
Email this Job to Yourself or a Friend