Office Manager

JLL empowers you to shape a brighter way.

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 for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

What this job involves -

The Office Manager for the WPP Austin Campus will be responsible for ensuring the smooth and efficient operation of our office by handling a variety of administrative and clerical tasks. The Office Manager will play a crucial role in supporting daily office activities, coordinating with various WPP OPCOs, maintaining a positive and professional work atmosphere, and actively contributing to our company culture through event planning and coordination.

Your day to day:

Facility Management:

• Oversee office cleanliness and organization.

• Coordinate repairs and maintenance of office equipment.

• Liaise with building management for facility-related issues, including temperature control, electrical, structural, plumbing, and urgent housekeeping services.

• Liaise with building and thoroughly communicate all safety procedures to appointed floor wardens in the event of an emergency/evacuation.

• Initiate onboarding of joiners by providing door access and parking cards or validations, seating assignments, and office tours.

• Maintain a core list of employees for parking badges, ensuring we have them for joiners and collect them from leavers.

• Project future parking needs and escalate as needed.

• Own content of front lobby welcome display and work with appropriate agency relationship owners to update for visitors.

Meeting Management:

• Schedule and organize meetings, appointments, and events for clients and vendors as needed.

• Provide assistance with conference room reservations via Robin if needed and troubleshoot issues with bookings or conference rooms with IT.

• Collaborate with meeting organizers to ensure meeting needs are met: water, office supplies, etc.

Communication and Correspondence:

• Distribute office-related communications to staff, including announcements from building management and a list of client and internal visitors expected each week.

• Maintain and update all staff distribution lists and Teams channels in partnership with OPCOs, HR, and the community leadership team.

• Upkeep a core list of employees, including birthdays and work anniversaries for distro lists and our monthly staff meetings.

Visitor Management:

• Greet and assist visitors, clients, and employees.

• Enforce visitor sign-in sheet and ensure security protocols are followed.

• Provide temporary door codes if applicable.

• Preemptively provide parking instructions and provide validations.

Culture and Event Planning:

• Be part of the Social Events team to boost office morale and promote teamwork; coordinating company events, such as scheduled monthly events.

• Manage all events according to the assigned budgets, collaborating with the social events team and community leadership team.

IT Support Coordination:

• Provide shipping labels for equipment returns for local leavers

• Direct employees to the IT portal for opening service tickets.

Supply Management:

• Order, receive, and stock snacks, drinks and other supplies for the office.

• Monitor inventory levels and place orders as needed to maintain adequate stock while staying in budget.

• Utilize and update a monthly consumption tracker to monitor spending.

• Provide timely receipts for purchases on corporate cards.

• Ensure cleanliness and organization of all pantry areas, cafe refrigerator and snack wall.

Sound like you? To apply you need:

• Minimum 3 years of experience in as an office administrator, office assistant or relevant administrative role.

• Excellent organizational and multitasking abilities.

• Strong communication and interpersonal skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Familiarity with office equipment and basic troubleshooting.

• Ability to work independently and as part of a team.

• High level of confidentiality and discretion.

• A problem-solver mentality.

Location:

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!

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. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may email us at accomodationrequest@am.jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.