Workplace Support Assistant

JLL; United Kingdom; On-site; GBP 18,000 - 24,000; Part time

Job summary

JLL is seeking a part-time Workplace Support Assistant to join our facilities team in London. The role covers mail, porterage, reception cover, and janitorial restocking, with duties spanning toward client and tenant satisfaction on site.

You will manage visitor sign-ins, assist with meeting rooms and AV, coordinate guest wifi, and support events. A proactive attitude and attention to detail are required.

Qualifications

• Customer service excellence is essential for on-site interactions.
• Strong communication and proactive approach to work.
• Proficient in Microsoft Office (Excel/Word).
• Attention to detail and ability to manage multiple tasks.

Responsibilities

• Visitor/contractors management and signing on site.
• Assist with meeting room setup and refreshments.
• Help with booking meeting rooms and AV equipment.
• Support guest wifi setup and room layouts.
• Handle mail scanning/delivery and post.
• Monitor cleaning/hazards and report issues.
• Restock office consumables and stationery.
• Adjust AC and assist with printing/scanning/binding.

Skills

Customer service

Communication

Office software

Time management

Organisation

Complaint handling

Multitasking

Tools

NFS

Condeco

EMS

FM Facts

Delphi

DataCraft

Job description

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.