Job Description

JLL supports the Whole You, personally and professionally.



Our people at JLL 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 personalized 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:

JLL is hiring a professional and welcoming Office Service Coordinator to serve as the first point of contact for our downtown Vancouver office, creating positive impressions for clients, visitors, and team members. This role requires exceptional communication skills, attention to detail, and the ability to manage multiple administrative tasks in a fast-paced environment. The ideal candidate will demonstrate strong organizational abilities, maintain confidentiality with sensitive information, and provide outstanding customer service while supporting daily office operations.

What your day-to-day will look like:

Greet clients and guests upon entering the office and notify JLL employees accordingly.



Answer phones and direct calls to the appropriate person.



Maintain a tidy and orderly appearance in all meeting rooms, kitchen, and reception area.



Manage courier accounts for local and international deliveries. Schedule courier requests for employees in the office, making sure these are recorded to the appropriate individual/team for accounting purposes.



Collect mail daily, distribute, and maintain postage machine for the office.



Submit all cheques into the National Cheque Log.



Ordering of office supplies (print & marketing stationery, coffee & cleaning supplies, photocopier supplies, etc.).



Maintenance of the coffee machines, kitchen appliances, photocopiers, binding machine, and postage machine.



Coordinate outside print & marketing with third party vendors as needed.



Point of contact for security. Providing replacements as required and deactivating access cards, making changes to door lock schedule as needed, and notifying them of special events or after-hours access.



Manage all schedules for boardrooms and meeting rooms. Coordinate with individuals and teams regarding booking requests and making sure meeting needs are met.



Manage access cards log (activation / deactivation).



Manage the Joint Health & Safety team including first-aid, fire & emergency evacuation procedures, complying with all ministry of labour standards.



Keep all office information updated including but not limited to: office services manual, floor plans, and directories.



Keeping IT overflow organized and available for reuse when possible.



Onboard all new hires as indicated in the office services onboarding checklist. Including but not limited to ordering and managing all IT orders with Technology Fulfillment and managers, ensuring all IT is setup at workstations, ensuring laptop is ready for day one, forwarding all office information, conducting office tour etc.



Responsible for managing and processing all invoices through the AP system: reviewing for accuracy before submitting and following up on outstanding invoices.



Point of contact for all local vendors working with vendors on invoicing and account management.



Oversee and/or provide administrative services, as required.

Required Qualifications:

3+ years of relevant experience or a combination of education and experience



Experience in the real estate sector is an asset



Demonstrated proficiency with all applicable software packages including but not limited to MS Windows and MS Office, including MS Word, Excel, Outlook, and PowerPoint



Excellent verbal and written communication skills



Excellent interpersonal and customer service skills



Excellent time management and organizational skills



Must be able to adapt and prioritize, meeting deadlines, in a fast-paced environment



Must operate with a sense of urgency, quickly responding to Stakeholders



Must have a positive, professional attitude



Must be detail oriented



Must demonstrate professionalism at all times



Must be able to work well independently with an ability to work collaboratively with others



Must be able to maintain confidentiality, utilize judgment, and work with minimal supervision

Preferred Qualifications:

Experience in the real estate sector is an asset



Post-secondary education is an asset



If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. 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.



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 and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.