Operations Support Assistant - London Docklands Location

Colliers International is a leading commercial real estate services company, providing a full range of services to real estate occupiers, developers and investors on a local, national and international basis. Services include brokerage sales and leasing (landlord and tenant representation), real estate management, valuation, consulting, project management, project marketing and research. We provide our services across the core sectors (office, industrial, retail and hotel) as well as many specialised property types.

The Role 

This operational role will provide critical support to the management team. The role will also involve providing a responsive and pro-active service to customers, stakeholders, team members and partners

Responsibilities

Assist in completing and filing property inspection check lists

Maintain positive relationships with internal and external customers

Prepare information for quarterly newsletters

Co-ordinate the process for new customers moving into / out of properties. Answer telephones and deal with matters in Management’s absence if applicable, or pass on to the appropriate team member if urgent 

Support and highlight deadlines for Operations Managers using relevant systems Raising jobs through the customer support centre 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

Manage administration associated with all tenant fit-out application and occupational documents

Document 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

Responsibilities

Assist in completing and filing property inspection check lists

Maintain positive relationships with internal and external customers

Prepare information for quarterly newsletters

Co-ordinate the process for new customers moving into / out of properties. Answer telephones and deal with matters in Management’s absence if applicable, or pass on to the appropriate team member if urgent 

Support and highlight deadlines for Operations Managers using relevant systems Raising jobs through the customer support centre 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

Manage administration associated with all tenant fit-out application and occupational documents

Document 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

Customer Surveys

·       Action half yearly surveys

·        Chase for customer responses

·        Create and manage action plan

Permits and Helpdesk Porta l

Arrange guide for online permits and portal

Assist with customer training on portal and all associated software applications

Raise & close permits and review service enquiries raised via portal

Review RAMS for low risk work

Input information onto e-permit system or distribute to appropriate service partner where required

Chase contractors for any or additional information as requested by wider HX management and Portfolio team

Environmental and Other

Scenario test

Update Waste matrix and collate monthly ESG information

Chase and issue annual waste transfer notes

Arrange regular cycle surgery

Support arrangements of estate and building events and marketing

Support with procurement process if required

Perform any other duties as may be required from time to time by the client or company

If you would like to hear more about this opportunity, please apply here.