Office Coordinator
2 months ago
JLL supports the Whole You, personally and professionally.
**Location**: Downtown Chicago
**Schedule**: Onsite Monday - Friday, 8-5pm
**Pay**: $22 - 24/hr.
An Office Coordinator’s duties include a broad range of complex tasks involving confidential or technical information. This position requires a person who can be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.
Essential Functions and Responsibilities
Address client and colleague complaints in a timely, courteous, and professional manner to ensure full resolution and client/customer satisfaction.
Directly interact with janitorial or security staff to address and resolve complaints.
Provide administrative support to Account Director and other team members as required.
Create Purchase Orders in compliance with policies and procedures for Account Director and Operations Managers.
Ensure Purchase Orders are receipted upon completion of work, investigate, and resolve unmatched logged vouchers and goods received not vouchered items.
Support all staff by providing time keeping, CMMS matrix monitoring and correction, client reporting, Intranet site content management and other general office support.
Facilitate meeting room reservations and set-ups; coordinate special events.
Communicate information regarding events, facility issues, scheduled work and fire drills to all building occupants.
Maintain database of site tracker information (property management, emergency contacts, service provider information, etc.).
Track all client deliverables and ensure requests are completed timely by assigned team members.
Answer main switchboard, directing calls to the appropriate extension.
Maintain Conference Room Reservations using outlook software and assist with the booking of meetings and conferences.
Monitor Room Reservations Mailbox, responding to and initiating service as needed.
Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
Welcome interviewees and new hires. Notify their on-site contacts.
Support conference room set-up services as needed, including booking, set-up, break-down, regular inspections, and occasional standby support as needed.
Communicate A/V requests to the appropriate Site Service or Information Technology personnel.
Assist with the administration of space audits, facility condition inspections, office move projects, and other initiatives as needed.
Facilitate notification and custody of deliveries to reception for colleagues.
Assure all guests are registered in compliance with security policies and guest badges are logged, collected, and maintained.
Assure the visitors' entrance and reception area are well maintained. Initiate service requests to Building Management as needed to correct.
Skills and Knowledge
Excellent customer service and relationship building skills
Strong organizational, interpersonal, and communication skills
working knowledge of Microsoft Word, Excel, PowerPoint, and outlook
Ability to work with a diverse group of people including management and leaders.
**Qualifications**:
High School diploma or equivalent, some college preferred
Minimum 3 years office related experience
Strong organizational skills and problem-solving ability
Demonstrates proficiency in Microsoft Office Suite
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.
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