Workplace Support Assistant

Jones Lang LaSalle Incorporated; St Albans; On-site; GBP 18,000 - 24,000; Full time

Job summary

Jones Lang LaSalle (JLL) is seeking a proactive Workplace Support Assistant to help maintain seamless service delivery across our Hertfordshire office. You will handle mail, reception, refreshments, meeting room setup, and general office duties, acting as the on-site client liaison and supporting the facilities management team.

The role emphasizes customer service, attention to detail, and the ability to multi-task in a busy environment.

Qualifications

• Customer service mindset with a proactive approach.
• Strong Microsoft Office skills and ability to document details clearly.
• Excellent verbal and written communication in a receptionist/concierge context.
• Good organisational and time-management capabilities.
• Experience handling complaints and maintaining service quality.

Responsibilities

• Visitor/contractors management and sign-in on site.
• Activate access passes and coordinate with security.
• Assist with meeting room setup and catering arrangements.
• Support mail, deliveries, and room bookings.
• Restock office supplies and maintain hygiene/cleanliness.
• Maintain records per HSE, Security & Quality procedures.

Skills

Customer service excellence

Microsoft Office (Excel, Word)

Communication skills

Organisational skills

Attention to detail

Multitask under pressure

Luxury hospitality experience

Tools

NFS

Condeco

EMS

FM Facts

Delphi

DataCraft

Job description

JLL empowers you to shape a brighter way. 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.

Working Hours 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.

What the job involves

• 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.

Key Skills

• 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.

Location

On-site -Hertfordshire, GBR

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.

If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process, you may email us at [e-mail].

For further information, visit jll.com.

JLL Privacy Notice Jones Lang LaSalle (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. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement. For additional details please see our career site pages for each country. Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process, you may email us at [e-mail]. This email is only to request an accommodation. At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world.