Workplace Support Assistant

We are Landsec

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

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

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

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.

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.