Administrative Assistant - Brokerage in San Francisco, CA at JLL

Date Posted: 7/11/2018

Job Snapshot

Job Description


  • Provide administrative support to the sales team including calendar management, meeting planning, travel and expense management, conference room reservations and digital file maintenance.
  • Prepare and update detailed real estate documents requiring high levels of accuracy, including LOI’s, RFP’s, market surveys, tour books and all other professional correspondence as needed.
  • Perform final reviews of all externally-focused deliverables for the team ensuring best in class work with no errors or omissions.
  • Assert discretion and professionalism when given access to confidential and/or private information.
  • Serve as information resource by conducting research, assembling data, and performing special projects.
  • Prepare all necessary marketing materials for pitch materials, including pitch books, placemats,  e-marketing champagnes, and client presentation deliverables using JLL branded templates in Power Point.
  • Perform necessary basic edits to marketing materials in InDesign.
  • Create street maps, tour maps, and aerials including added graphics (such as client logos) as needed.
  • Deal management in internal financial systems, which includes creating deals, updating splits, performing commission calculations, preparing and sending out invoices for payment, uploading required documentation, etc.
  • Manage deal expenses and coordinate with accounts payable and receivable on invoices and client payments.
  • Create and process check requests.
  • Maintain company database (CRM) to track prospects, clients and deal information.
  • Update and maintain Work in Progress (WIP) for each broker on a monthly basis.
  • Listen and distribute sign calls each morning.
  • Maintain listing reports.
  • Provide informational assistance to by directing telephone traffic and greeting clients as needed.
  • Assist in maintaining adequate office supply levels and troubleshooting equipment issues.
  • Provide cross-functional backup to other administrative staff as needed.
  • Participate in regular administrative meetings and trainings as requested.
  • Perform others duties per the needs of the business line as needed.


  • Bachelor’s degree or commensurate experience preferred.
  • 2-4 years of experience in a professional company environment supporting multiple people required. 
  • Commercial real estate experience is ideal but not required.


  • Intermediate to advanced proficiency with all Microsoft office programs (Word, Excel, PowerPoint and Outlook).
  • Intermediate to advanced proficiency in Adobe InDesign and Adobe Pro (Photoshop and Illustrator preferred, but not required).
  • Strong time management skills and the ability to work independently and within a team environment.
  • Professional demeanor and presentation.
  • Able to work in a high volume and deadline driven environment.
  • Excellent written and oral communication skills: ability to communicate effectively with different audiences and present complicated information clearly and accurately.
  • Detail oriented in planning and proofing.
  • Positive, winning attitude and willingness to perform all necessary tasks as assigned.
  • Strong willingness to learn.
  • Self-starter, but also a team player, with the aptitude to successfully balance multiple priorities.
  • Ability to prioritize workload appropriately to meet competing deadlines and multiple stakeholders.


JLL Is an Equal Opportunity Employer

JLL is committed to developing and maintaining a diverse workforce.  JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law.  The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy at  

If you have questions about careers at JLL or are disabled and require further assistance in applying for a position, please contact us at