Administrative Assistant H/F

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Department : France Value and Risk Advisory

Description

A highly organised and proactive operations administrator responsible for managing the day-to-day operations of France VRA team.

This position requires an individual with excellent communication skills and the ability to multitask efficiently within a dynamic environment. The successful candidate will be adept at handling various administrative duties, ensuring smooth operational processes, and supporting the strategic goals of the France VRA team.

Key responsibilities include maintaining accurate records, facilitating effective communication among team members, and providing essential support for project execution. Additionally, the coordinator will be instrumental in liaising with other departments to ensure cohesive and streamlined operations across the region.

This role is integral to the EMEA Business Support Team, overseeing financial reporting, team coordination, and general administrative duties.

Role & Responsibilities

Communication and Coordination:
Act as the local business’s adviser on all issues relating to operations ensuring main contact for country leads, Operation Leads, JBS COE, and sector/JBS ambassadors.

Organise local meeting, conferences and client events when needed

Participate in team meetings, provide updates and track actions.

Identify business problems and recommend solutions that meet organisational needs

Participate in business-led change management processes

New tools: Provide tech assistance and training for tools like CapForce, PeopleSoft, Inspection App and Valuation automation systems

Risk and Compliance

Assist with risk, Afrexim audit, compliance, and information security best practices.

Maintain local admin templates (contacts, reliance letters…)

JBS collaboration

Be ambassadors for JBS services ensuring the smooth running of the team

Collaborate with JBS to streamline VRA operations and manage escalations

Partner with in-country and JBS support teams to bridge the gaps in the valuation processes

Financial Management:
Manage financial tasks, including reporting, handling local accruals, debts, accounts receivable, accounts payable and third-party supplier invoices.

Prepare and share financial and flash reports using Capforce, and Cognos / Power BI (dependent on country requirements).

Oversee the existing Work in Hand is updated for reporting, by partnering with JBS team

Be Super User and a Go-To-Person for in-country team for new WIH in Cap Force. Manage data correctness, by partnering with the local and JBS support teams.

Ensure smooth billing process by partnering with Accounting and JBS teams.

General Office Assistance:
Offer administrative support at the local country level.

Identify and escalate urgent issues.

Lead and assist with new system rollouts and initiatives.

Marketing, Digital and Content Management

Create and maintain SharePoint (Connect) sites

Manage Medallia and Client Voice Surveys locally

Qualifications and Skills

Previous experience in financial administration or coordination is advantageous.

Proficiency in Microsoft Office Suite, particularly Excel and PowerPoint.

Familiarity with financial reporting tools such as Capforce, Salesforce or similar platforms.

Strong attention to detail and analytical skills.

Excellent organisational and time management abilities.

Effective communication and interpersonal skills.

Ability to work independently and collaboratively in a fast-paced environment.

Flexibility to handle multiple tasks and prioritise effectively.

The individual must be highly organised, flexible and able to clearly prioritise their duties and work on their own initiative. Must possess strong communication skills (both verbal and written) and the ability to work under pressure.

Previous experience of working in a busy environment is essential as is the ability to provide a high level of service to, and establish rapport with, clients and JLL colleagues. A self-motivated individual, able to demonstrate reliability, flexibility and initiative.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.