Workplace IWMS & Smart Systems Manager

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 London Victoria, and offers hybrid working, with majority of the working week in the office. We recommend discussing arrangements with the hiring manager.

The role:

• Reporting to the Workplace Energy Manager, you will play a key part in mobilising and then managing Landsec’s new Integrated Workplace Management System (IWMS) and Smart Building Platform – PlanOn and Kode Labs. The introduction of these systems will allow us to provide a more cohesive and efficient service across our multi-billion pound property portfolio, have greater control and ownership of our operational data and drive us forward towards our ambitious 2030 energy intensity targets.

Principle Accountabilities

The role has ownership and accountability for all elements of the mobilisation and subsequent operation and management of Landsec’s IWMS and Smart Building platforms, including system configuration to meet defined business needs/processes, generating database driven reports and liaising with key stakeholders.

System Management

• Manage and configure the IWMS & Smart Building platforms, including:

1. Module Configuration

• To create and maintain:

1. User profiles and functionality
2. Task Specific Interfaces
3. Planned Preventative Maintenance plans
4. Scheduled Tasks and link associated data to ensure functionality.

• Upload documentation to both support processes and procedures e.g. Risk Assessments/Method Statements, and also demonstrate regulatory and statutory compliance e.g. Service Records, Testing Certificates etc.
• Process system/data change requests.
• To produce reports and extract information as required
• Assist with one to one and group training sessions to enable staff to work efficiently and effectively within the system.
• Assist in the creation of User Manuals and ensure that they are published and maintained in the appropriate format.
• Assist with User Acceptance Testing when business process or system functionality is changed.
• Maintain an understanding of the integration between other departmental IT systems and the platforms.
• Collaborate with business stakeholders to identify inefficiencies and propose system and process improvements.

Customer Experience

• Build and maintain strong relationships with internal stakeholders to ensure the systems deliver as required and to their full potential.
• Should access to the systems be opened to Landsec’s Customers, ensure delivery of a professional, responsive and friendly service, listening to their needs and addressing feedback.

Financial Management

• Ensure appropriate approvals are in place before committing to any costs in relation to system maintenance or development.

Life Cycle Replacement

• Provide administrative support to system providers and Landsec Data & Tech Team during system upgrades or for the release of new functionality and modules.

Service Partner Management

• Responsible for the management of the relationship with the platforms’ providers.
• Ensure they deliver all requirements of their contracts and that any shortfalls are quickly addressed.

Other

• Liaise internal and external stakeholders where required.

Essential Criteria

• Proven Experience administering systems
• A good understanding of real estate, facilities management and asset maintenance principles
• A proactive approach to troubleshooting technical issues and resolving user-reported errors
• Proven track record of working within a team and motivating others to deliver high levels of customer service.
• Experience of working in a customer-facing environment.
• Experience of delivering operational targets in a fast-paced and changing environment.
• Ability to work with people at all levels of the business to achieve results.
• Good technical competence.

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.