Office Manager - FTC

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

This role is based in Westgate, Oxford.

THE ROLE

• Manage reporting and communications as appropriate. 

• To provide support as required to the Centre and Asset Teams. 

• To be the lead person for office operations. 

PRINCIPLE ACCOUNTABILITIES

Reporting and Administration

• Create reports, including for Quarterly Owners’ Meetings and the Business Plan

• Coordinate all reports to ensure accurate completion within agreed timescales

• Ensure the standard of reports is reflective of Landsec and the Centre

• Support the wider team with relevant research and preparation

• Record each meeting and identify actions and outputs

• Provide general office support as required

Public Liability & Property Insurance Claim Management

• Liaise with solicitors, claims teams and legal representatives

• Collate all required information and evidence for the Claims Management Team

• Coordinate with the on-site team and Data Protection team to obtain CCTV footage

• Reconcile recovery of funds with DMS

• Manage monthly reporting and update the Deputy Centre Director

Business Support

• Manage purchase orders and invoices via D365

• Support service charge budgeting and expenditure tracking

• Oversee void energy management

• Raise invoices to retailers via Billings for damaged equipment (e.g. radios, access cards)

• Create, manage and distribute Duty Manager rotas in conjunction with the Service Delivery Manager

• Support business rates mitigation

• Manage the on-site Events Calendar

• Provide administrative support for Marketing, Community and Commercial events

• Coordinate office operations with the Service Partner

• Act as lead for guest enquiries in collaboration with the Guest Experience & Community Manager

• Support liaison with external stakeholders, including local authorities

Meetings and Stakeholder Engagement

• Attend and support:

  • Department Head meetings

  • HSE & Security meetings

  • Brand Partner meetings

  • Quarterly meetings

• Provide IT support for the office

• Organise corporate conferences and away days

• Coordinate investor, stakeholder and VIP visits

• Authorise and process photography and filming request

ESSENTIAL CRITERIA

• Intermediate skills in MS Office (Outlook, Word, PowerPoint and Excel)

• Excellent organisational skills

• A strong understanding of business operations and processes

• Financial acumen

• Self-motivated

• Strong communication skills – both verbal and written

• Ability to prioritise and multi-task

• Proven retail and/or property experience

• Problem-solving, negotiation and time management skills

• Professional, proactive, flexible and confident approach

• Ability to deliver projects and targets in a fast-paced and changing environment

• Positive attitude and ability to work under pressure

• Ability to work with people at all levels of the business to achieve results

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 [email protected]

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