Workplace Support Assistant

WE ARE LANDSEC

We identify and shape places that create opportunity, enhance quality of life, and bring joy to the people connected to them.

This is how we’ve created the UK’s leading portfolio of urban places and one of the largest real estate companies in Europe.

Our £10 billion portfolio is built around premium workplaces, the country’s pre-eminent retail platform, and a residential pipeline that will redefine urban life.

We’ve honed this ability over 80 years. Spotting the opportunities, building the partnerships, and continually adapting to shape the places that meet the needs of a changing world.

Places where life happens. Where businesses grow. And where cities are defined.

LOCATION

Central London

Purpose of job

Reporting to the Senior Workspace Manager, you will play a key part in enabling us to deliver a premium workspace experience for our customers.  Getting the basics right is important.  To do that, you will help support making sure our workspaces are clean, healthy, safe, and secure, assisting the Workspace Team with administration and clerical tasks as you learn and developed your operational skills in this entry level position.

You will assist in delivering brilliant customer experiences by creating productive and enjoyable environments in some of our most prestigious workspaces across Central London. 

You will be passionate about delivering an exceptional customer experience and you will work with our Service Partner Teams to achieve that, providing them with the direction and motivation to achieve aspirational results.

This role will provide you with the skills and experience to begin to forge a career in Real Estate Operations.

Operational Responsibility

• Assist in completing and filing property inspection check lists
• Maintain positive relationships with internal and external customers
• Prepare information for quarterly newsletters
• Co-ordinate the process for new customers moving into / out of properties.
• Support and highlight deadlines for Workspace Managers using relevant systems
• Raising jobs through the Aspire support centre and providing feedback on progress and completion.
• Support the management of business continuity plans
• Assist in keeping all Customer handbooks up to date
• Monitor compliance information both Environmental and Health & Safety
• Assist the co-ordinator for customer emergency communication system
• Support fire drills, landlord inspections, insurance inspections.
  

Property Records

• Updating of all property records and produce reports as required
• Ensure accuracy of all portfolio information on all company portals and workspaces
• Manage administration associated with all tenant fit-out application and occupational documents
  

Correspondence / Documentation Production

• Assist in the production of agendas, reports, and presentations
• Take minutes of relevant meetings and circulate within five working days
• Draft standard responses to letters as required
• Print, bind and distribute schedules/reports/accounts as requested
• Assist the production of service charge booklets
  

Customer Surveys

• Action half yearly Pulse surveys
• Chase for customer responses
• Create and manage action plan
  

Permits

• Arrange guide for online permits
• Raise & close permits
• Review RAMS (where IOSH applicable)
• Input information onto e-permit system
• Chase contractor for additional information as advised by the Engineering Managers
  

Environmental & Other

• Assist in emergency response scenario test
• Update our properties waste matrix
• Update and log waste transfer notes
• Co-ordinate with the team the offering our of Cycle surgery

Customer Experience

• Deliver a professional, focused service, resulting in customer loyalty and repeat business.
• Contribute to the annual customer survey process, assisting the creating and implementing any resulting action plans.
  

Workspace Management

• Use your knowledge and experience to generate ideas and innovations that create exceptional workspaces for our customers, understanding the value and importance of operating a healthy environment which is clean and secure.
• Support in ensuring that the spaces we deliver allow our customers to be more effective and successful in achieving their own business objectives on a day-to-day basis.
  

Key competencies

• Customer Focus – Establishes and maintains effective customer relationships – dedicated to meeting their expectations and acting with customers in mind
• Relationship building - Builds constructive and effective relationships, relating well to all kinds of stakeholders, inside and outside the organisation.
• Curiosity and Innovation - Is willing to consider and experiment with new ways of doing things. Encourages others to put forward innovative ideas.  Is prepared to take calculated risks and to adopt cutting edge approaches.
• Teamwork – Encourages collaboration, cooperation, and trust within and across teams – balances own and team interests, resolving conflict or differences of opinion when required
• Tenacity – Constantly and consistently pushing self and others for results – can be counted on to deliver results, very bottom-line oriented
• Priority setting – Quickly sense what will help/hinder the accomplishment of a goal. Creates focus, eliminating roadblocks, spending time on what is important

Knowledge, experience, and qualifications

Essential

• Team player with good communication skills.
• A high standard of computer literacy will be required
• Willingness to work outside of ‘normal’ office hours
• Experience in delivering great Customer Service
• Excellent Problem-Solving Skills
• Experience working as part of a team
• Interest in Offices/Workspaces
• Willingness to learn new skills and experience new environments
  

Life and Benefits at Landsec

We have a great benefits package, there to support you with your work-life balance and in moments that matter.  We offer fantastic Learning and Development opportunities to help you grow and reach your potential and we also play our part in supporting the communities where we live and work.

Below are some of our core benefits, make sure to visit our My Total Reward page for more information.

• Performance based annual bonus plan

• 25 days annual leave (plus bank holidays) rising to 27 days after 2 years and the option to purchase up to 10 additional days each year. Enjoy an additional three-day December festive break on top of your leave and a special ‘My Day’ to take off for whatever you choose.

• Enhanced pension contributions – Landsec will contribute up to 10.5% subject to your contribution.

• Private medical insurance, Health Cash Plan, Life assurance and income protection.

• Enhanced maternity, adoption, shared parental leave policies (view our Family policies page for more details)

• Two different share plans enabling you to share in the success you will help to build

• Up to 4 working days to volunteer per year and 'Give As You Earn' programmes allowing you to donate to charities straight out of your pay and we top up by 20%

And when it comes to your health and wellbeing you will also have access to other benefits: our employee assistance programme, digital GP, cycle to work scheme, a mindfulness app and a health app supporting fertility and menopause

Diversity and Inclusion

At Landsec, we value diversity & inclusion. We work to better reflect the diversity of the communities we work within and empower everyone who works at Landsec to realise their potential.

We strive to ensure all our information, and services are accessible to and usable by everyone. If you would like to receive any information in a different way or would like us to do anything differently to help you apply for our roles, please get in touch with our recruitment partners by emailing recruitmentqueries@landsec.com

To find out more about our approach, visit our Diversity and Inclusion page.