Key Responsibilities
Proactively assist with the delivery of professional and efficient support services to the office, including but not exclusive to:
1. Play a leading role as an ambassador of Workplace Services and FM
2. Assisting in the day-to-day coordination of office services to include reception, hospitality, switchboard queries, staff welfare, office maintenance, partner support
3. Oversee the reception, meeting rooms and communal areas to ensure high standards are maintained
4. Ensure the safety and security of visitors and staff including understanding the first aid policies and procedures reporting any incidents as appropriate
5. Provision and control of security access passes in conjunction with the security provider
6. Manage and coordinate meeting room requests as per the booking information provided on Condeco, ensuring layout, functionality, equipment, and catering is provided as requested
7. Proactively manage stock levels relating to stationery, refreshments, and catering to ensure adequate stocks and in line with budgets
8. Support the Property & Facilities team acting as point of contact for any reactive or scheduled maintenance activity
9. Be proactive in logging jobs with the Property & Facilities Helpdesk, following through to resolution, ensuring end users are kept updated
10. Responsible for issuing purchase orders and the authorisation of invoices within areas of responsibility and in line with budgets
11. Responsible for coordinating activities on site for new starters ensuring they have the necessary IT and workplace equipment, liaising with the relevant departments as required. Coordinate activities for leavers ensuring all company assets are returned
12. Support with any queries relating to direct deliveries
Customer Service
13. Provide an excellent service to clients to be recognised as a "go to" person
14. Assist with day-to-day issues and offer assistance and solutions wherever possible, consistently, and appropriately update service users on progress where appropriate
15. Act as a point of contact and interface between facilities, workplace services and legal support as well as other internal departments eg. IT, Finance
16. Seek opportunities to collaborate with the wider teams to enhance the client experience
17. Work with the wider team to ensure delivery of agreed KPI's appropriate to the business
18. Demonstrate flexibility in supporting clients and assisting the wider team as required
Communication
19. Communicate regularly with the Property & Facilities Management, Workplace Services and Legal Support Managers and staff at all levels to ensure exceptional service.
Essential Skills & Experience
20. A competent knowledge of Health and Safety process and procedures
21. Professional, with a positive "can do" ethos willing to go the extra mile to deliver exceptional service
22. Strong technical skills with the ability to utilise electronic systems and packages to effectively manage day to day tasks to increase efficiencies
23. Demonstrates a willingness to make suggestions in support of a continuous improvement culture
24. Effectively manages time with the ability to prioritise workload to meet changing needs
25. Ability to work independently in a high-pressure environment
26. A strong team player with a high degree of initiative and self confidence who understands the need to work collaboratively to deliver services for the benefit of the team/firm
27. Strong attention to detail with the ability to work to tight deadlines, planning and prioritising workload to achieve service delivery
28. Excellent verbal and written communication skills with the ability to build and maintain constructive and supportive relationships
29. Takes ownership to actively develop knowledge and skills, demonstrating a willingness to broaden experience to ensure service delivery
30. Proficient in the use of Microsoft suite packages
31. Strong oral and written communication skills
Business Services Competencies
Clyde & Co is committed to providing extensive, personal and professional development opportunities for our people enabling them to be highly effective in their current role as well as assisting them to fulfil their career aspirations.
The competencies are used to inform all aspects of Business Services career development. They vary across levels and different business areas and fall under the following areas:
32. Technical Excellence
33. People and Team
34. Client/Stakeholder Relationships
35. Service Delivery and Commercial Awareness
36. Personal Effectiveness