Administrative Assistant - Brokerage in Philadelphia, PA at JLL

Date Posted: 7/9/2018

Job Snapshot

Job Description

Provide high level administrative and marketing support to multiple assigned Office real estate professionals, often handling a large amount of details relating to complex real estate transactions.  Responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.


  • Prepare documents including Request for Proposals, Letters of Intent, customer and prospect correspondence, reports, account invoices, etc. with direction from brokers and/or knowledge of company policies, procedures and best practices
  • Create, design and present marketing collateral such as property brochures, email blasts, presentation placemats and banners, market overview books, binders, graphs and client reports
  • Assist  in the preparation to produce large marketing presentations, often with a short lead-time
  • Responsible for maintaining the company brand standard
  • Assist with gathering research information and completing market surveys, including gathering building information, maps and pictures, CoStar data, and creating and binding building tour books
  • Process deal file paperwork; gather and label required documents; obtain necessary approvals
  • Update and maintain company Contact Relationship Management database to track prospects, clients and deal information
  • Perform analytical searches in CoStar and LoopNet
  • Manage, update and post listings in Dealio, Property 3.0, CRM, Costar and Loopnet
  • Provide interface for brokers on IT issues, including computer needs, email, voicemail and other related technology and equipment
  • Prepare and track broker expense reports in PeopleSoft
  • Provide travel arrangements for the brokers and broker lead
  • Perform general administrative duties such as answering phones, filing, faxing, processing mail, scheduling meetings and ordering supplies to further support and leverage the sales process.
  • Participate in regular administrative assistant and business unit meetings
  • Duties assigned as the business needs require


  • This position will split time in both our Center City, Philadelphia and Cherry Hill, NJ offices and may be required, from time to time, to travel to other local offices.


  • College Degree Preferred but not required
  • Minimum three to five years’ experience supporting multiple people preferably in the commercial real estate industry or other professional services organization
  • Strong organizational, interpersonal and communication skills as well as proofreading and editing abilities
  • Resourceful self-starter; pressure-durable
  • High level of proficiency and working knowledge of Microsoft Power Point, Word, Excel, Outlook, and database software
  • Working knowledge of Adobe Creative Suite InDesign, Photoshop, Illustrator and Acrobat on a PC platform
  • Flexibility to work last minute overtime as needed


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