Facilities Operative

Office Assistant

Position Overview

JLL is seeking a detail-oriented and proactive Facilities Operatives to provide comprehensive light duty facilities 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)
  
  

• 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
  
  

• 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
  
  

• 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
  
  

• 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
  
  

• 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
  
  

• 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
  
  

• 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
  
  

• 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