Office Manager

JLL supports the Whole You, personally and professionally.
LI-DNI
**Accountabilities**:
Administrative Support to the two Co-Heads of Luxembourg;
Diary management;
Arranging and setting up internal/external meetings, conference calls & video conference across multiple time zones, arrange internal/external lunches;
Act as contact person for many other LaSalle global offices for facilitating conference calls and providing general assistance;
Plan and diarise recurring meetings for the year ahead to provide a framework to work towards;
Processing expenses claims;
Actioning and/or distributing daily mail, understanding its content and urgency in context of the wider circumstances;
Competent use of travel booking sites, flights, trains, taxis, hire car, visas etc.;
Ensure that travel bookings are made at the earliest available opportunity and that the cheapest appropriate fare is taken if possible; Co-ordinate approval with appropriate research into price options for travel bookings;
Coordinate the execution of documents and ensure they are received by lawyers and other external parties.
Supervise or organise completion of travel and expenses, and ensure compliance to policies;
Be the owner of the Business Continuity Plan (BCP) and organise yearly testing and yearly revue of the policy;
Provide on-the-ground HR administration support (e.g. ad-hoc support of Private & Confidential information, review document provided by JLL HR, new joiner/leaver administration);
Acting as Safety Officer if required;
Creating presentation slides (PowerPoint), draft all-staff communication on behalf of directors;
Manage the IT resources (order PC/ monitor renewal and produce budget for the year), and help support the implementation of new systems (e.g. travel booking systems, phone systems, mobile phones);
Manage with JLL all IT issues (Wi-Fi/technical system, other)
Organising/facilitating events including offsite days, annual Christmas party, internal/external presentations & workshops;
Approve, reconcile, and ensure payment of corporate invoices related to LaSalle Luxembourg
Create a collaborative work-environment with seamless cover with the assistant;
Coordinate office/desk moves where applicable;
Competently liaising with, contractors, agents, internal departments & other external parties;
Liaising with accounts team to process and check status of external contractors’ invoices;
Coordinate and execute archiving and filing for the office;
Attend all training sessions that are required in relation to any new systems;
Order office supplies (stationery, drinks, lunch vouchers)
Open, sort and distribute all incoming correspondence. Coordinate all in and out mail.
**Corporate administration**:
Assist with the standard corporate actions (FS approval, change of managers)
RCS/RBE filings
Maintenance of share and beneficial owners’ registers
**Company secretarial**:
Collection of signatures,
Organization of apostilles, legalizations, translations, sending out of documents
Physical and electronic filing
Management of documents containing personal data
KYC assistance
Assist with AML requests
**Qualifications, Skills & Experience**:
Excellent spoken and written French and English;
Ideally 2-3 years years’ experience in an international or similar organization;
Excellent organisational skills and ability to efficiently multitask;
Excellent discretion and ability to keep private and confidential information;
Accuracy and attention to detail;
Ability to work under pressure;
Excellent knowledge of Outlook and full MS suite;
Ability to work autonomously with clear understanding of priorities;
Enthusiastic, dependable and willing team player.
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today