Administrative Assistant H/F

• Department : France Value and Risk Advisory
• Description

A highly organised and proactive operations administrator responsible for managing the day-to-day operations of France VRA team.

This position requires an individual with excellent communication skills and the ability to multitask efficiently within a dynamic environment.

The successful candidate will be adept at handling various administrative duties, ensuring smooth operational processes, and supporting the strategic goals of the France VRA team.

Key responsibilities include maintaining accurate records, facilitating effective communication among team members, and providing essential support for project execution.

Additionally, the coordinator will be instrumental in liaising with other departments to ensure cohesive and streamlined operations across the region.

This role is integral to the EMEA Business Support Team, overseeing financial reporting, team coordination, and general administrative duties.

• Role & Responsibilities
• Communication and Coordination
• Act as the local business’s adviser on all issues relating to operations ensuring main contact for country leads, Operation Leads, JBS COE, and sector/JBS ambassadors.
• Organise local meeting, conferences and client events when needed
• Participate in team meetings, provide updates and track actions.
• Identify business problems and recommend solutions that meet organisational needs
• Participate in business-led change management processes
• New tools: Provide tech assistance and training for tools like Cap Force, People Soft, Inspection App and Valuation automation systems
• Risk and Compliance
• Assist with risk, Afrexim audit, compliance, and information security best practices.
• Maintain local admin templates (contacts, reliance letters…)
• JBS collaboration
• Be ambassadors for JBS services ensuring the smooth running of the team
• Collaborate with JBS to streamline VRA operations and manage escalations
• Partner with in-country and JBS support teams to bridge the gaps in the valuation processes
• Financial Management
• Manage financial tasks, including reporting, handling local accruals, debts, accounts receivable, accounts payable and third-party supplier invoices.
• Prepare and share financial and flash reports using Capforce, and Cognis / Power BI (dependent on country requirements).
• Oversee the existing Work in Hand is updated for reporting, by partnering with JBS team
• Be Super User and a Go-To-Person for in-country team for new WIH in Cap Force. Manage data correctness, by pairing with the local and JBS support teams.
• Ensure smooth billing process by partnering with Accounting and JBS teams.
• General Office Assistance
• Offer administrative support at the local country level.
• Identify and elevate urgent issues.
• Lead and assist with new system rollouts and initiatives.
• Marketing, Digital and Content Management
• Create and maintain Share Point (Connect) sites
• Manage Medallia and Client Voice Surveys locally

Qualifications And Skills

• Previous experience in financial administration or coordination is advantageous.
• Proficiency in Microsoft Office Suite, particularly Excel and Power Point.
• Familiarity with financial reporting tools such as Capforce, Salesforce or similar platforms.
• Strong attention to detail and analytical skills.
• Excellent organisational and time management abilities.
• Effective communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Flexibility to handle multiple tasks and prioritise effectively.

The individual must be highly organised, flexible and able to clearly prioritise their duties and work on their own initiative.

Must possess strong communication skills (both verbal and written) and the ability to work under pressure.

Previous experience of working in a busy environment is essential as is the ability to providea high level of service to, and establish rapport with, clients and JLL colleagues.

A self-motivated individual, able to demonstrate reliability, flexibility and initiative.

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