Role Overview

CBRE is a professional services firm specializing in real estate services and investment management. We are the largest real estate firm in the world, with more than 140,000 people in more than 100 countries where we serve the local, regional and global real estate needs of our clients.

To support both the senior team and current and projected workflow demands, CBRE SEE is looking for Office & Property Management Assistant, with base of operations in Ljubljana, Slovenia.

Specifically, the new recruit will provide business operations administrative support to the team.

Key Responsibilities

General Office Tasks

• Ensure the smooth and effective running of the office at all times; with all necessary stationery and material
• Answering, screening and forwarding phone calls and liaising with clients competently and in a professional manner, taking and passing on accurate and detailed phone messages in a timely manner
• General administrative support: responsible for receipt, opening, sorting, prioritizing, and distributing inbound mail; producing letters; booking couriers, transport, etc.
• Types, formats, and produces various document such as proposals, requests, presentations, correspondence, and reports
• Meeting Coordination: maintains calendar and contact database, schedules appointments, completes travel or conference calls arrangements
• Assist and support team in their daily tasks
• Process and prepare financial and other business forms
• Collect and enter data for various financial spreadsheet
• Create, send, and follow up on invoices
• Communication with external accountants, as requested
• Communication with Tax Office and local government authorities
• Adhere to the company's or organization's financial and other policies and procedures 

Tasks in Property Management

• Establishes and maintains record keeping and filing system for portfolio documentation including lease agreements, invoices, correspondence letters, other
• Perform administrative duties conducting research, updating databases, and preparing materials for mass mailings
• Maintains property contacts data base
• Track OPEX and CAPEX expenses for the properties and handles incoming invoices
• Facilitate approval process for payments of invoices
• Prepares yearly overview of the received invoices for the property, within the calendar year, related to the OPEX, as per category
• Handles communication related to insurance claims 
• Other administrative tasks as per order by PM team

Person Specification/Requirements

Education and Experience

• Degree or trait equivalent to Administration, Organizational science, or Technical science
• Excellent communication skills
• Excellent team worker
• Computer and software literate
• Advanced level of English language
• Advanced knowledge of financial terms and principles. Ability to collect, analyze and summarize complex accounting data. Conduct basic financial analysis.

Candidates without the relevant technical background will not be taken into consideration.

Personal Attributes

• Excellent written and verbal communication skills
• Strong organizational and analytical skills
• Ability to build working relationships across in a team environment
• Assertive, persuasive and self-motivated
• Commitment to continually developing ability and skill base
• Critical thinking and problem-solving skills
• Planning, organizing and decision-making
• Ability to effectively present information

IT Technical Abilities

• Advanced knowledge of technical literacy; fast learning and adaptation skills

CBRE SEE offers

• A substitute maternity contract, with an extension option for the same/similar position within the company
• Dynamic international working environment
• An opportunity to have a career growth within CBRE
• Competitive terms
• Professional development and mentorship
• A pleasant and supportive working atmosphere.

EQUAL OPPORTUNITIES

We are an equal opportunities employer and do not discriminate on the grounds of gender, sexual orientation, marital or civil partner status, pregnancy or maternity, gender reassignment, race, colour, nationality, ethnic or national origin, religion or belief, disability or age.

All applications will be treated in strict confidentiality.

Only short-listed candidates will be contacted and provided with feedback.