Workplace Support Assistant

Jll; Ayot Green; On-site; GBP 14,000 - 21,000; Part time

Job summary

JLL is seeking a Workplace Support Assistant in London to provide facilities services across the office, including mail, porterage, reception coverage, and janitorial restocking. You will support the FM team to ensure high service delivery and client satisfaction, including guest WiFi, room bookings, and meeting room setups.

The role requires strong communication, customer service, and multitasking abilities, with experience in hotel or reception environments being advantageous.

Qualifications

• Experience in luxury hotel customer service or reception environments is preferred.
• Proficiency with MS Office required (Excel, Word).
• Strong communication and time-management abilities are essential.
• Ability to multitask and maintain high attention to detail in a fast-paced setting.

Responsibilities

• Greet visitors and sign in clients/engineers on site; activate access passes.
• Assist with meeting room setups and equipment; manage room bookings.
• Handle mail tasks and use Click & Drop for outgoing post daily.
• Maintain cleanliness and restock office consumables and stationery.
• Monitor safety and security; assist with ad hoc events and tasks.
• Provide proactive FM services in collaboration with the on-site team.

Skills

Customer service

Communication

Microsoft Office

Time management

Multitasking

Attention to detail

Reception/Front desk experience

Tools

NFS

Condeco

EMS

FM Facts

Delphi

Data craft

Job description

Monday - Friday 9am - 3pm (30 hours per week) The Workplace Support Assistant (WSA) is responsible for providing the facilities services required to maintain service delivery including mail room services, minor porterage and moves activities, reception cover and janitorial re-stocking, stationery supplies etc. The WSA functions as a JLL professional who assists the FM team supporting the service delivery in his assigned buildings. The WA is responsible for assisting in all aspects of client and tenant satisfaction.

• Visitor/contractors management - Greeting & signing the clients/engineers on to site. Activate access passes by contacting the Aon London security office.
• Assist colleagues with the meeting room audio equipment.
• Assist colleagues with booking meeting rooms
• Guest WIFI - Allocating guest WIFI.
• Meeting Services - Setting up refreshments, delivering lunches to the rooms, changing the room layouts. Clearing rooms after use, using the dishwasher.
• Mail Services - Scan and deliver incoming mail daily for the office. Use the Click & Drop platform to send outgoing post every day.
• Visual inspections on cleaning & hazards around the office, to be carried out and report any issues to the reception team.
• Cleaning and filling the coffee machine.
• Collecting the fruit and milk from the front door and store in the kitchen
• Restocking consumables for the office
• Restock stationery for the office.
• Adjusting the AC temperature on both floors.
• Assist colleagues with printing/scanning/binding requests
• Point of contact for customer for JLL representing on site, providing guidance and assisting in proactive FM services
• Assist with any 'ad hoc' requirements or request related to functions and events
• Maintaining records in accordance with procedures

HSE, Security & Quality

• Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures, procedures for visits from local authorities as well as general Health & Safety
• Handle/Assist with incoming and outgoing mail enquiries according to the existing procedures

Additional Duties and Responsibilities

• Working closely with Events Coordinators to ensure seamless cooperation within the departments.
• Maintaining good relationship across the contract with other departments such as external catering, cleaning, security, facilities etc.
• Constantly improving relationship with client.
• Assisting managers and Events Coordinators on site with any reasonable request.
• 5-star customer service skills, creating experiences that go beyond the expected.
• Proficient computer skills in Microsoft Office programs such as Excel, and Word.
• Excellent communication skills, a proactive approach to work and highly attention to detail.
• Excellent organisational and time-management skills.
• Experience in complaint handling.
• Ability to multitask and implacable attention to details.
• Ability to remain calm under pressure, use initiative and manage changing priorities as they arise

Experience

• Previous experience in a Luxury Hotel Customer Service / Room Reservations /Reception concierge environment (strongly preferred).
• Experience with Room Bookings systems such as NFS, Condeco, EMS, FM Facts, Delphi, Data craft, is desirable.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward., JLL, together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.