Overview

 Property Services Assistant – London, N1C 4AG, United Kingdom 

Music is Universal  

 

It’s the passionate and dedicated team at Universal Music UK who help make us Britain’s leading music company. From A&R to finance, legal to digital, sales to marketing, Universal Music is the place to grow and develop your career within a truly commercial and innovative business that leads in everything it does. 
 

Everyone is welcome to apply for our roles, and we are determined to ensure that no applicant or employee receives less favourable treatment because of gender, race, disability, sexual orientation, religion, belief, age, marital status, background, pregnancy, or caring responsibilities. We also recognise the importance of diversity of thought within our teams and are fully committed to embracing the talents of people with autism, dyslexia, ADHD, and other forms of neurocognitive variation. 
 

We will always seek to make appropriate adjustments to recruitment, workplaces, and work processes to be fully inclusive to people with different needs and working styles. If you need us to make any reasonable adjustments for you from application onwards, including alternatives to the online form or to disclose a neurocognitive condition, please email UniversalMusicCareers@umusic.com 

 

The A Side: A Day in The Life  

 

The UK Property Services department oversees most of the building and facilities services across Universal Music Group’s UK property portfolio. Our mission is to deliver a dynamic and innovative service that goes above and beyond. 

 

Property Services Assistant will receive all incoming calls from the switchboard, assist with the events inbox and cover administrative tasks supporting the entire Property Services team. We deliver a 5-star service to staff and visitors alike, thinking in proactive and creative ways to drive value and service within a fun and creative environment. You will also need to gain an excellent understanding of all other services to ensure cross-training and overall knowledge of the building and its services.  

 

Mission Statement:  

 

We strive for every UMG employee, artist, and guest to thrive safely in our offices by bringing a high-quality service, with a desire to be the BEST in everything we do. 

 

We achieve this using our own unique service model and matching all requirements to the most suitable resources available. Through passion, knowledge, and creativity. 

 

We are committed to environmental sustainability, integrating eco-friendly practice to create an inspiring workplace while reducing our carbon footprint. 

 

We deliver customer service on the B.E.S.T principle: 

  • Be Bold 

  • Be Excellent  

  • Be Strategic  

  • Be a Team 

 

The B Side: Skills & Experience  

 

Be Operational  

  • Booking space for meetings and events 

  • Sending the relevant paperwork for events to ensure all information is identified 

  • Organising 4PS events from start to finish  

  • Liaising with the hospitality team when catering is required 

  • Liaising with the Health & Safety and Insurance teams when relevant to comply with H&S requirements 

  • You will ensure all meeting rooms and event spaces are set up and put back to normal after each event 

  • Updating a weekly events log so all relevant parties have knowledge of needs and adjust team levels 

  • Manage all subscriptions, standing orders, purchase orders for the department 

  • Responsible for answering and directing all incoming switchboard calls, maintaining accurate call logs, and producing monthly reports on call statistics.  

  • Write/Type minutes and share as and when needed 

  • Support the Post room team in any capacity necessary 

  • Periodical review of systems and processes 

  • Weekly and Monthly report creation 

  • The co-ordination of magazines, newspapers and business journals for the UK business via incumbent suppliers – JYL and Newstand.  

 

Be Bold 

  • Strong problem-solving skills 

  • Excellent presentation and communication at all levels 

  • Be comfortable within a fast-paced environment with the ability to multitask between switchboard and admin duties 

  • A determined individual who is solutions orientated 

 

Be Strategic 

  • Being a strategic planner, identifying all requirements for a 5-star service 

  • Clearly understand and deliver the vision set for the department and know your customers 

  • Strong ability to multitask and prioritise workload effectively  

 

Be a Team 

  • Diplomacy and resilience under pressure, with proven ability to guide and support an operational team in a very demanding environment 

  • Enables a culture of open, informed decision making 

  • Strong ability to communicate with all different levels of stakeholders effectively 

 

 

Be Excellent 

  • Have an innovative approach to customer services in touch with a strong knowledge of telephone systems and technology 

  • Set a structured work method and ensure all deadlines are met 

  • Attention to detail is key as the team will be assessed on the consistency of standards 

  • Go the extra mile 

Person specification 

  • Excellent customer service & communication skills with a proven ability to deal with people at all levels 

  • Proven experience of office administration, reception, and switchboard services within a corporate environment 

  • Understand what it takes to implement a new service culture 

  • Strong presentation skills Ensures appropriate professional working standards are maintained. 

  • Strong negotiating skills and time management 

  • Highly organised with strong administration skills 

  • Tactful and diplomatic with the ability to keep calm under pressure 

  • Hard working and enthusiastic 

  • Experience in a similar welcome desk-based role is preferred. 

  • Ability to multitask during busy periods and effectively react to changing needs 

 

Bonus Tracks: Your Benefits 

  • Group Personal Pension Scheme 

  • 25 paid days of annual leave 

  • Interest Free Season Ticket Loan  

  • Holiday Purchase scheme 

  • Dental and Travel Insurance options 

  • Cycle to Work Scheme 

  • Salary Sacrifice Cars 

  • Subsidised Gym Membership 

  • Employee Discounts (Reward Gateway) 

 

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