Workplace Support Assistant

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. You will assist in supporting clean, healthy, safe and secure workspaces, help the Workspace Team with administration and clerical tasks, and develop operational skills in this entry level position. You will deliver 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 will work with our Service Partner Teams to achieve that, providing them with direction and motivation to reach aspirational results.

Operational Responsibility

• Assist in completing and filing property inspection checklists
• 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
• Raise jobs through the Aspire support centre and provide 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
• Updating 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 in 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 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 creation and implementation of 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 that is clean and secure. Support 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, resolves conflict or differences of opinion when required.
• Tenacity – Constantly and consistently pushes self and others for results, can be counted on to deliver results, very bottom‑line oriented.
• Priority setting – Quickly senses what will help/hinder the accomplishment of a goal, creates focus, eliminates roadblocks, spends time on what is important.

Knowledge, experience and qualifications

• 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.

Desirable

• Good presentation skills.
• Knowledge of Property/Real Estate.
• Passion for Sustainability and the Environment.
• Ability to work in a fast pace, constantly evolving industry.

Equal Opportunity Statement

Landsec is an Equal Opportunity Employer. We welcome applications from all backgrounds and encourage the representation of diversity within our workforce.