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.
Office Assistant
Position Overview
JLL is seeking a detail-oriented and proactive Office Assistant to provide comprehensive administrative support to our Life Sciences regional account teams across EMEA. This role will support the delivery of exceptional facility management and real estate services to our pharmaceutical, biotechnology, and medical device clients while ensuring smooth day-to-day operations.
Key Responsibilities
Administrative Support
Provide comprehensive administrative support to regional account management teams
Manage calendars, schedule meetings, and coordinate conference calls across multiple time zones
Prepare meeting materials, presentations, and documentation for client meetings
Handle travel arrangements and expense management for team members
Maintain accurate filing systems and document management (physical and electronic)
Client Account Support
Assist with client communications and correspondence
Support preparation of client reports, dashboards, and regular account updates
Coordinate client meetings, site visits, and special events
Maintain client contact databases and account information
Process service requests and work orders through JLL systems
Project and Administrative Coordination
Support project coordination activities including tracking deliverables and timelines
Assist with vendor management and procurement processes
Help coordinate facility inspections, audits, and compliance activities
Support budget tracking and basic financial administration
Maintain inventory of office supplies and equipment
Data Management & Reporting
Input and maintain data in JLL's property management systems
Assist with basic report generation and data analysis
Support creation of presentations and communication materials
Maintain accurate records and documentation per client requirements
Help track KPIs and service level agreements
General Office Operations
Answer phones and direct calls appropriately
Greet visitors and clients professionally
Support office organization and maintenance
Assist with onboarding new team members
Handle mail distribution and package coordination
Support health and safety administrative requirements
Required Qualifications
Education & Experience
High school diploma or equivalent required
Associate degree or relevant certification preferred
2+ years of administrative or office support experience
Experience in professional services environment preferred
Facility management or real estate industry experience a plus
Technical Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Experience with database management and CRM systems
Basic understanding of project management tools
Familiarity with digital filing systems and document management
Ability to learn new software systems quickly
Core Competencies
Excellent written and verbal communication skills
Strong organizational and time management abilities
High attention to detail and accuracy
Ability to handle confidential information discretely
Professional phone manner and customer service skills
Multi-tasking capabilities in fast-paced environment
Personal Attributes
Proactive and solution-oriented approach
Flexibility and adaptability to changing priorities
Team player with collaborative mindset
Professional appearance and demeanor
Reliability and strong work ethic
Cultural sensitivity for international client base
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.
