Office Manager

This role is to ensure the smooth operation and day to day running of the JLL Birmingham office (approx. 110 staff), including co-ordinating and liaising with the secretarial and reception business support team (4 full time staff); and provide PA services to the Lead Director for the region (Midlands).

Ideally the person would have some administration/secretarial experience in the property sector, but this is not essential.

The successful candidate will be reporting directly to the Regional Lead Director.

Full training will be given where necessary.

What this job involves

• Responsible for the smooth operation of the office, liaising with central teams in Property, HR, Finance, Sustainability, PR and Marketing.

• Working closely with the Regional Lead Director to manage the above, and support them as their PA in correspondence and diary management (approx. time split being 50% office manager, 15% PA role, 35% business team support)

• Leading and supporting the business support team, tracking office workload and working with team leads to support the efficient operation of the team (note the secretaries report directly to their team Directors so your role is to co-ordinate and support)

• Being responsible for and delegating as appropriate office operations such as post collection, cleaning, café supplies, coffee machine operation, maintenance, reception staff, secretarial holiday/sickness cover, hiring of business support staff, Christmas party, staff welcome, inductions and corporate photos etc

• Provide local support to the central Property team on landlord and tenant matters as well as supporting Risk and Environmental Audits

• Prepare client and staff presentations working closely with the Lead Director

• Organising staff/client lunches/dinners and corporate office events

• Support work experience and graduate events/initiatives

• Support the office charity, diversity, community and sustainability events and initiatives

• Manage the Office Purchasing Card, coding correctly and obtaining approval

• Ensure supplier invoices are coded and authorised through Peoplesoft

• Having a working knowledge of office administration software such as Salesforce, Workday and Peoplesoft

• Reviewing, submitting and recording Lead Director business expenses

• Booking meetings, travel and accommodation for Lead Director (and associated colleagues)

• Providing office updates to staff