Business Support, Administrative Assistant

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Role Summary

To support delivery of general administrative duties alongside specific business administration support to the leadership team at 40 Leadenhall.

To help implement and manage an effective operating framework that delivers consistency and continuous improvement in administration standards with all service partners within the team. 

This ensures the entire service delivery is following the operating standards set around People, Quality and Process. Success is measured through tangible results being captured and reported on to demonstrate a high standard of performance throughout the team.

Team Structure

Reporting to the Business Administration Manager and taking direction from the 40 Leadenhall Leadership Team.

Key Responsibilities

• Office Housekeeping
• Ordering supplies on behalf of Service Partners and the 40LH Management team
• Raising & Filing Purchase Orders
• Providing Admin support to the Business Administration & 40LH Management team.

Business Administration

• Work with the Management team to implement, monitor and report on the business objectives and performance.
• Support and administer the in house finance monitoring system to include raising of Purchase orders and updating the filing system.
• Assist in procedures that support a consistent approach for service partners in managing their team members journey of employment. To include but not be limited to performance reviews, learning and development plans as well as their enjoyment and wellbeing
• Help Coordinate the planning and implementation of strategic workshops and away days to meet objectives and culture of 40 Leadenhall
• Support the Business Admin Manager to help ensure the framework reflects the one team approach and provides a uniform and structured approach to branding, communication plans, SLA performance, filing and reporting
• Assis in driving a culture of customer focus and service excellence to ensure high quality and continuous improvement in service delivery.
• Support and contribute to the timely compilation of providing reports
• Support & help monitor reports on compliance for the Management team.
• Develop, implement and monitor the teams Activity Calendar to ensure a balanced workload in document review, audits, and significant property events
• Actively support and assist implement continual improvements to the department’s support service
• Within day to day activity or upon request, assist with review and implementation of trackers and reports to support operational efficiency and/or specific tasks

General Administration

• Provide Office Management support such as stationery ordering, printing, other reprographic requests, ad hoc delivery of refreshments to meetings
• Follow 40 Leadenhall financial and procurement guidelines and policy on any services procured
• Provide all general administrative duties such as meeting room booking, diary management, note taking in meetings, hosting and greeting visitors
• Coordinate the Leadership teams attendance including holidays, training days and all other absence
• Carry out all other general operational tasks as directed by the Business Administration Manager within set timeframes

Quality Systems

• Support the team working towards the successful accreditation to quality operating standards identified in the business objectives
• Implement and support where appropriate, integrated management system to ensure maximum efficiency, effectiveness and performance
• Support the Business Administration Manager on regular audits with Service Partners and external consultants
• Help raise awareness and engage the team with appropriate memberships, associations and networking opportunities

Document Management

• Support and develop efficient and easy to use tracking and filing systems for use at 40LH
• Support & Implement where necessary, document control processes
• Assist, develop and monitor a shared electronic filing system framework
• Assist with Periodic audit of the contents of the shared filing system
• Assist and implement where necessary, document templates for use by the wider team, which are in accordance with the 40LH Brand Guidelines

People Orientation

• Assist on the monitoring of training needs and delivery for the whole of the 40 Leadenhall team. Focusing on the team members life time at 40 Leadenhall, their learning & development pathway and their wellbeing
• Assist on the development of the 40 Leadenhall Welcome and Induction
• Regularly liaise with the service partners administrators providing guidance on standard operating requirements at 40 Leadenhall
• Support with the development and monitoring of the communication plan with the 40 Leadenhall team. Include various methods and systems to ensure communication is effective
• Support the Business Administration Manager in leading by example and supporting the development of the 40LH brand
• Actively seek and Assist on the team’s recognition pathway to include industry articles and industry award schemes

This job description sets out key elements and responsibilities of the role, but it is not intended to be exhaustive and does not constitute a contractual document. Duties may be changed to meet changing needs or circumstances. 

Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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