Workplace Assistant

• Working as a key part of a highly skilled facilities team, supporting the business to ensure a smooth and efficient client & colleague journey from arrival, during their visit and through to their departure. 

• To work across multiple office spaces, maintaining a professional and welcoming environment for all visitors. 

• To take responsibility for the presentation of the floor, Front of House facilities, meeting spaces and services, where necessary liaising with the wider Facilities function to ensure our services are of a suitable standard and looking for improvements in how we work. 

• Supporting the Workplace Co-ordinator and requirement for data reporting, e.g., Condecco, Switchboard, visitors, meeting and event bookings 

• Aligning first line and security standards 

• Being the voice of our business, connecting client calls to the correct individuals in a professional and efficient manner, assisting with any enquiries whilst adhering to company policies. 

Key responsibilities: - Back of House services:

• Assisting with reporting and managing maintenance issues on a proactive basis. This will include building relationships and liaising with the relevant 3rd party service teams (engineering, cleaning, pest control, etc.)  

• Assist in the maintenance of a safe environment for employees and visitors by having regard for all Health and Safety Policy/Procedures. This will include acting as a DSE assessor, Fire Marshall, and First Aider.  

• To support the Facilities team in maintaining a high level of health and safety for the office in line with externally accredited H&S management systems. This will include supporting the dentsu approach to risk assessment, directing DSE/new and expectant mothers’ assessments to the appropriate links, H&S checks/floor walks, reporting on hazards, accidents/near misses, and any other H&S issues. 

• To play a key role in supporting dentsu agile working practices e.g., assisting lockers allocation, resetting of access.  

• To play a key part in supporting the wider facilities team  

Client Hospitality: 

• Working with stakeholders to ensure meeting rooms and facilities are presentable and in working order for the client's requirements.  

• Responsible for supporting the business in maximising the efficiencies of Front of House services. 

• Working with internal stakeholders and clients to support the hospitality delivery model , ensuring orders are placed in advance and proportionate to the numbers attending. 

• Managing client visits and meeting room bookings to minimise client conflict is an important part of this role and the success of our business. 

• Data reporting to enable and support the future hospitality provision in the future 

Other service responsibilities: 

• Providing concierge services where necessary to our clients, visitors and our people with a focus on exceeding expectations. 

• Supporting internal or external events being involved in the preparation and implementation within our offices. 

• To act as an extension of the Facilities function ensuring policies and procedures are followed to provide a safe and secure working environment for our people and our visitors.  

• Representing the business as a First Aider, Fire Marshall and DSE assessor.  

• To monitor the working environment and log helpdesk calls where necessary for swift resolution.  

• Becoming multi skilled to improve function resilience 

Candidate Profile   - Essential:

•  Work experience, likely former jobs:  - A minimum of 3 years experience from a background in front of house, reception, hospitality, concierge services from either a corporate background, hotel, high end retail or similar. 

• Specific technical/professional skills & experience: -Administrative skills with close attention to detail.   

• Customer service skills.   

• IT skills and a good understanding of Outlook. 

• Personal qualities: Confident, Trustworthy (Discretion and confidentiality), Reliable. 

• Professionally presented and well mannered. 

• Attentive to client/customer service needs. 

• Enthusiasm for working with people and a flexible approach to work is essential. 

Desirable: 

•  Specific technical/professional skills & experience: - Experience in working on multiple Reception/Front of House service desk.  

• Work experience, likely former jobs: - Experience working in the creative media or technology sector. 

• Previous knowledge and use of Condeco or equivalent room booking and desk booking systems. 

• Experience working as part of a wider Facilities team.