JLL supports the Whole You, personally and professionally.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalised benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

What this job involves:

The PDS Business Support (offshore) role is a vital component of the integrated support model for JLL's Project & Development Services. This position provides comprehensive administrative support to onshore PDS teams across the UK & Ireland, enabling fee earners and technical professionals to focus on core client delivery activities.

Working as part of the JLL Business Services (JBS) function, you will collaborate seamlessly with onshore Business Support teams to deliver consistent, high-quality administrative services across the relevant time zones. This role requires exceptional attention to detail, proactive communication skills, and the ability to work independently while maintaining strong connections with UK & Ireland based colleagues.

You will be responsible for managing critical business processes including travel coordination, expense processing, document preparation, meeting management, system maintenance and specialist projects. Your work will directly contribute to operational efficiency, client satisfaction, and the continued growth of JLL's reputation for outstanding service delivery.

This position offers an opportunity to work with cutting-edge technology, including AI tools, while supporting one of JLL's key service lines in delivering exceptional outcomes for clients across diverse project portfolios.

What your day-to-day will look like:

Provide comprehensive administrative support to designated PDS teams in the UK & Ireland region.
Serve as primary offshore contact for routine and ad-hoc administrative tasks, ensuring seamless handover between time zones.
Maintain regular communication with onshore Business Support, Business Support Leads and the Operations team through established protocols.
Coordinate with onshore teams to ensure continuous coverage and efficient task distribution.
Adhering to JLL Quality Assurance protocols and PDS best practice standards to ensure accurate, consistent, and timely deliverables.

More Information On The Job Description

Travel & Expense Management

Process travel bookings for PDS team members including flights, accommodation, and ground transportation.
Coordinate complex multi-destination travel itineraries and manage changes as required.
Process expense reports and ensure compliance with JLL policies and procedures. Utilise the Expense AI tool wherever possible.
Maintain accurate records of travel arrangements and expense submissions.
Liaise with preferred vendors and negotiate rates where appropriate.

Meeting Coordination & Support

Schedule meetings across multiple time zones, considering participant availability and preferences.
Book meeting rooms and coordinate technical requirements for both physical and virtual meetings.
Arrange catering and refreshments for meetings as required.
Prepare meeting materials, agendas, and presentation packages according to JLL branding standards.
Distribute meeting minutes and action item summaries using JLL AI tools.
Manage recurring meetings and maintain accurate calendar systems.

Document Preparation & Management

Type and format technical reports, proposals, and presentations using Microsoft Office 365.
Utilise Nitro/Adobe for PDF creation, editing, and document management.
Maintain document version control and ensure compliance with PDS CloudFirst protocols.
Prepare and format technical reports, proposals, and presentations on behalf of fee earners using provided content, including dictated materials, photographs and draft documents.
Support document production for client submissions and internal reporting

Opportunity pipeline and sales management (Salesforce/Certinia)

Set up opportunities and progress them through the sales stages. Once secured, create and code projects with correct compliance documentation.
Create milestones and budgets for each project, including handling intercompany fee-share arrangements between JLL entities.
Support the monthly management of pipeline hygiene - updating milestones, project end dates, and confirming closed-won opportunities to ensure accurate reporting.

Invoice processing

Receive and validate invoice requests, ensuring all client/project details, amounts, and supporting documentation are complete.
Draft invoices and coordinate review cycles with requesters, making revisions until details are confirmed accurate.
Manage approval workflows through to executive sign-off, including additional intercompany steps (IC Form completion and receiving-entity approvals) where applicable.
Ensure invoices are validated in TetriSoft/PeopleSoft systems, with correct documentation attached for audit purposes.
Deliver finalised invoices to clients or internal recipients and maintain records for payment tracking.

Communication & Coordination

Facilitate communication flow between offshore and onshore teams.
Maintain professional email and telephone etiquette at all times.
Distribute team communications, announcements, and policy updates as required.
Coordinate with other JLL departments as required (HR, IT, Finance).
Support new starter and leaver processes in conjunction with PDS Operations.

Quality Assurance & Continuous Improvement

Embrace JLL AI tools including ChatGPT to enhance productivity and streamline processes.
Maintain compliance with Quality Assurance protocols and best practice standards.
Participate in continuous improvement initiatives and process optimisation.
Provide feedback on system enhancements and workflow improvements.
Support monthly business health metric collation and tracking of KPIs.
All tasks are to be undertaken within the timelines outlined by PDS Operations to ensure a coordinated approach to data accuracy across the national business.

Desired or preferred experience and technical skills:

Essential Requirements

Administration Experience: Minimum 2-3 years of administrative support experience, preferably in a professional services environment.
Microsoft Office Proficiency: Advanced knowledge of SharePoint, Teams, Word, Excel, PowerPoint, and Outlook.
Communication Skills: Excellent written and verbal English communication skills.
Attention to Detail: Exceptional accuracy and attention to detail with ability to manage multiple tasks simultaneously.
Time Zone Awareness: Experience working across multiple time zones with an understanding of international business practices.

Technical Skills

Software Proficiency: Working knowledge of PDF editing tools (Nitro/Adobe), CRM systems (preferably Salesforce and Certinia).
AI Tool Adoption: Willingness to learn and utilise JLL AI tools and other emerging technologies.
System Adaptability: Comfortable learning new systems and serving as an early adopter of new technologies.
Data Management: Experience with data entry, validation, and reporting processes.

Preferred Qualifications

Experience with travel booking platforms and expense management systems
Familiarity with professional services business models and client service environments
Knowledge of financial processes including purchase orders and expense reconciliation
Understanding of document management protocols and version control systems

Personal Attributes

Proactive Approach: Self-motivated with ability to anticipate needs and resolve challenges independently
Adaptable: Ability to handle changing priorities, urgencies, and last-minute requests while maintaining composure and professionalism.
Customer Focus: Strong commitment to internal and external client service excellence
Cultural Sensitivity: Ability to work effectively with diverse, international teams
Flexibility: Adaptable to changing priorities and business requirements
Reliability: Consistent performance with ability to work with minimal supervision
Team Collaboration: Strong interpersonal skills with ability to build effective working relationships across geographic boundaries

Working arrangements: This role operates within UK & Ireland standard business hours. Regular virtual meetings with onshore teams are expected, with occasional extended hours during peak business periods.

Senior Analyst - Business Support