Workplace Assistant
Department: Ampa Group Services - Chief Operating Office - Work Place Management - Buildings - 9412
Employment Type: Permanent - Full Time
Location: Seaford
Reporting To: Patrycja Gordea
Description
Job title: Workplace Assistant
Location: Onsite, Seaford
Reporting to: Workplace Team Leader
Working Hours: 37.5 hours per week between 08:30 – 17:30 (on a rota basis). The key feature of this role is to provide exceptional client experiences and support for all our clients, both external and internal. This role includes supporting other teams such as Document Services and the Buildings team. Therefore, successful candidates must be highly organised, enthusiastic, helpful individuals, with a range of client-facing and business support skills.
What you will be doing:
* Meeting and greeting visitors and colleagues into the client space, creating an exceptional first impression.
* Following the visitor management process and ensuring we meet all the requirements necessary.
* Liaising with the building reception team as and where relevant.
* Ensuring the meeting rooms, reception area, and collaboration spaces are presentable throughout the day/evening.
* Assisting with the moving and organisation of office equipment and meeting room furniture as and when required.
* Organising and serving catering and refreshments to clients in our collaborative spaces and meeting rooms. Ensuring the refreshment areas in the client and collaborative space are kept well stocked, clean, and tidy at all times.
* Following procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning. Setting up and clearing down meeting rooms, including furniture layout changes and any additional equipment required.
* Ensuring meeting rooms and office resource areas are stocked up with the correct stationary.
* Setting up the required equipment in the meeting rooms, i.e., MS Teams or other technical requirements.
* Organising IT team support if required for a specific meeting/event.
* Wearing a hands-free headset, and answering phone calls within 3 rings.
* Managing the meeting room and car park bookings within the relevant app, responding within our SLA times.
* Liaising with clients either in person or on the phone about their bookings and requirements.
* Reporting to the relevant team(s) any equipment/furniture that requires fixing or replacing. Assisting with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labelling in place.
* Pro-actively ensuring good housekeeping is adhered to throughout the office, kitchens stocked and tidy. Identifying any H&S, cleaning or any general maintenance issues/hazards and reporting promptly.
* Assisting with the delivery of events both internal and external.
* Copying, printing, and scanning documents as requested. Ensuring pages are clear, legible, and accurate, and correct finishing options are applied including editing and enhancing of documents where required.
* Transferring data to and from removable media, cloud-based solutions, document and case management systems.
* Sending outgoing mail and inter-office mail using PPI, DMO or franking machine ensuring outgoing mail is ready for collection at the agreed times.
* Distributing incoming/inter office mail and couriered items, ensuring items are logged in and signed for.
* Hand deliveries and collections as per requests to and from local sites including filing documents at court. Retrieving and sending files to and from the offsite storage provider and carrying out office file audits at regular intervals.
* Arranging outgoing couriers and special deliveries etc. by request, ensuring relevant details are recorded for charging and auditing purposes.
* Arranging for large volume printing, scanning, and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress.
* Preparing for new starters and leavers with lockers, keys, and access as required.
* Ensuring all information displayed in the office is appropriate and up to date at all times.
* Assisting with supervision of any external contractors and building management team as required.
* Assisting with any facilities related activities as required including fire warden and first aid duties.
* Any other duties commensurate with the post.
* Ensuring all information displayed on the notice boards in the office is updated and relevant.
* Assisting with new starter induction tours, issuing access control passes.
* Ad hoc duties as required and as requested by line manager. Flexible and prepared to travel to other locations to help cover duties during sickness or holiday.
What you will need:
* Experience of working in a similar role within professional services.
* Flexibility with working hours is essential in order to meet the needs of the business.
* Excellent IT skills and ability to use Microsoft Office products and other systems which support efficient operations of the team.
* Ability to work well under pressure to meet deadlines, whilst remaining calm and professional. Exceptional organisation skills.
* Effective communicator with the ability to build and maintain relationships at all levels.
* An attitude of ‘continuous improvement’ and an ability to flex and pivot in order to always strive for better.
* Good attention to detail.
How we work?
We embrace agile working and offer a blended approach to where and how we work.
Read more about MWB's fantastic benefits!
We appreciate that people have different needs and preferences, and we’re keen to be flexible, after all, we value what you do, not where you do it.
We have offices in hubs in Crawley, East Grinstead, Lewes, Brighton, Eastbourne, Seaford, Peacehaven, Storrington and Chichester.
We encourage people from all backgrounds to apply to join our team. We seek to engage a diverse workforce, focusing on inclusivity and fair treatment for all.
We oppose all forms of discrimination and promote equality of opportunity in everything we do.
We can make reasonable adjustments for applicants and employees with a disability, so please let us know about any specific needs and requirements you have.
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