Mail Order Assistant jobs in London W2

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Workplace Ambassador

About The Role

The Workplace Ambassador (WA) reports to the Senior Facilities Manager and is the local point of contact for all facilities related matters for the site. The WA will direct, co-ordinate and escalate appropriately facilities related matters.

The WA has ownership of the FoH services and is responsible for managing the front of house services and providing the reception services. They are responsible for providing support to ensure facilities services are provided in an effective and efficient manner. As front of house support the WA must also demonstrate a high level of security awareness at all times and have knowledge of emergency evacuation procedures and Health & Safety.

The WA functions as a JLL professional who assists the FM team supporting the management of service delivery in their assigned buildings. The WA is responsible for assisting in all aspects of client and tenant satisfaction. Additionally, the WA is responsible for representing Jones Lang LaSalle in the local and regional business and real estate community in order to promote Jones Lang LaSalle’s reputation and capabilities to prospective tenants, clients and The Client.

Key Responsibilities

Meeting Room and Client Suite Management

Professional, well-groomed, and well-trained staff available to meet, greet and guide colleagues and clients to the respective meeting location. Visitor and client experience shall be professional, warm and genuine
Ensure all meeting rooms are kept clean, tidy are ready for use – ensure highest level of cleaning standards. Pre- checks to be conducted before every meeting .
Set up and reset of internal and external meeting rooms, training rooms or conference rooms. Manage rooms to be set up appropriately according to individual booking and equipment requests. Rooms should be reset as appropriate in line with daily booking schedules
Support and manage the meeting room booking system, which includes booking all forward and same day reservations, cancellations and / or amendments to bookings as per client requests (site depending) ensuring frequent communication with end user on their booking
Manage catering requests, AV or VC, room equipment, any special requirements etc… liaise with FM team/ catering/ security/ any other vendors as appropriate to ensure all requests are fulfilled accordingly
Ensure meeting room booking system is up to date- details for rooms are correct, assist with any booking inquiries and liaise with supporting teams if necessary
Manage meeting room inventory checks

Hospitality

All meeting rooms consumables, including F&B, should be refilled and reset after each meeting where appropriate
Obtain all external attendee names of visitors and prepare a daily visitor arrival list for the next working day
Encourage and nudge appropriate booking behaviour and provide utilization reporting including block booking, no shows etc…
Hospitality and Events Management
Manage and follow up on the event set up / run down on the respective floor, ensuring everything is in order including technology assistance and all teams involved are prepped for required activities
Assist with coordination of events: supervise the set-up / dismantling of event venues, perform risk assessments. Liaise with necessary teams (security, housekeeping etc…) as necessary to ensure a consistent level of service
Provide food and beverage service for external/ client suite meetings or events. Manage with Hospitality lead and coordinate with vendors if necessary for large catering functions, fine dining, any special requests etc…
Supervise and be present throughout event
Assist with any ‘ad hoc’ requirements or request related to functions and events
Assist with communications to promote, confirm attendances, create name badges etc…
Assist with any other internal events lead by business as requested
Provide team briefs for wider workplace team on upcoming events, conferences, client suite events to ensure up to ensure all teams are aware of activities

Reception and Visitor Management
Always deliver 5* customer service with a professional and presentable appearance
Meet and greet all staff, customers and visitors professionally and cheerfully
Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness as outlined in any operational KPIs
Serve as an information source for staff and customers- assist and advise with any inquiries on building facilities, meeting room locations, special events, surrounding amenities as appropriate
Be approachable and interact with guests and members of staff of all levels in a professional and friendly manner
Manage all visitor categories in line with security protocol
Inform hosts of the arrival of their guests or escort to host/ meeting room (in line with security practices)
Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion, interacting as appropriate
Issue and control visitor security passes; Liaise and interact with security to guarantee a safe working environment for all visitors and staff Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues, cleanliness issues or system faults where necessary
To be customer focused at all times, by being visible at the reception desks and developing relationships with staff and customers
Suggest ideas for developing and evolving the reception services and assist in implementing these ideas
Regularly monitor customer feedback and produce an appropriate action plan based on the results
Welcome new joiners and provide in person or virtual orientation tours/ supporting documentation and media
Brief visitors on arrival on fire evacuation procedures- emergency exits, evacuation routes and assembly points

Site Operations:
Conduct daily meeting room and office checks
Daily walk rounds to be conducted, to ensure high standard is kept throughout all FM concerns (cleaning, maintenance) to be logged on JLL system
Liaise with facilities team to ensure all WOs are completed within agreed suitable timeframe
Manage all the requests on the Facilities helpdesk and liaise with service providers
Communicate effectively to other team members and keep Assistant Facilities Manager informed at all times
Handle/Assist with incoming and outgoing mail enquiries according to the existing procedures
Assist in coordinating the repair and maintenance of office equipment and in the ordering in of office supplies.
Keep accurate and update records of office seating plan
Ensure accurate and detailed hand over is planned & passed on (for tasks for within responsibility), if absent from the business

#LI-JA1
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.