Workplace Support Assistant

We are Landsec, we build and invest in buildings, spaces and partnerships to create sustainable places, connect communities and realise potential.

We are one of the largest real estate companies in Europe, with a portfolio of retail, leisure, workspace and residential hubs. Landsec is shaping a better future by leading our industry on environmental and social sustainability while delivering value for our shareholders, great experiences for our guests and positive change for our communities.

Location

Predominantly working in London Victoria. We operate flexibly, but this is not a hybrid role. The majority of time circa 4/5 days per week will be in the office with any additional days needed for home working to be approved by your line manager.

The role

This operational role will provide critical support to the workplace team at Cardinal Place in Victoria.

The role will also involve providing a responsive and pro-active service to customers, stakeholders, team members and partners.

Principle Accountabilities

Operational Responsibility

• Maintain positive relationships with internal and external customers and stakeholders

• Answer telephones and deal with matters in Management’s absence if applicable, or pass on to the appropriate team member if urgent 

• Assist in completing and filing property inspection check lists

• Prepare information for building newsletters

• Co-ordinate the process for new customers moving into / out of properties.

• Support and highlight deadlines for Workplace Managers using relevant systems

• Raising jobs through the customer helpdesk and providing feedback on progress and completion.

• Fully manage business continuity plans

• Keep all Customer handbooks up to date

• Monitor compliance information both Environmental and Health & Safety

• Be main co-ordinator for customer emergency communication system

• Arrange fire drills, landlord inspections, insurance inspections.

Property Records

• Ensure accuracy 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

• Production of service charge booklets

Customer Surveys

• Action customer NPS survey findings

• Create and manage action plan including customer engagement

Permits

• Issue and support customers and their contractors with the guide for our online permit systems

• Raise & close permits and review RAMS for low risk works only

• Input information onto e-permit system

• Chase contractor for additional information as advised by Workplace technical Manager

Environmental & Other

• Scenario testing

• Update Waste matrix ans manage Waste Transfer notes

• Assist with Environmental Plan management

General

• Perform any other duties as may be required from time to time by the company

Essential Criteria

• Track record of collaborative working within a fast paced, dynamic and innovative team

• Experience of working in a customer-facing environment

• Attention to detail

• A high standard of computer literacy

• Strong administration and housekeeping skills

• A previous property experience not essential but desirable

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.