Job Title:   Workspace Assistant

Reports to:  Senior Workplace Co-ordinator

Scope:

The Workplace Co-ordinator is part of the operational management team. They are responsible for managing facilities management within their designated space.

Purpose:

• Act as primary contact for all Workplace Services, local office operations and Direct Managed Services at local office level with staff. Develop knowledge to act as a signpost for internal client queries
• Build relationships with the client and help them to develop and grow as a company

Key Responsibilities:

• Office requirements
• First point of contact for all workplace services and office operations
• Daily completion of set to go/Attention to Detail each day for all areas
• Reporting and monitoring office issues, maintenance requirements and meeting agreed SLAs by notifying managed services & reporting via the app
• Completion of office weekly status reporting
• Poster and communications management
• Replenishing stationery/paper supplies by placing orders with vendors
• Onsite personal storage, team storage and key management
• Monitoring cleaning and reporting issues to managed services
• Ensure clear desk policy is upheld and adhered

• Health and safety responsibilities 
• Completing inductions for new joiners
• Supporting leavers process
• First aid support 
• Fire marshal duties
• Follow process for Health & Safety reporting incidents or accidents
• Ensure all fire routes are clear by completing multiple floor walks during the day and reporting any defects to remain compliant
• Provide updates for the Business Continuity Plan 
• DSE assessor 
• Manage health & safety noticeboards

• IT requirements 
• Replenishing printer paper each morning and throughout the day
• Reporting issues to IT helpdesk

• Security 
• To report incidents as appropriate per agreed process
• To advise individuals to secure attractive items including laptops in accordance with policies

• Environmental 
• Support and assist with the roll-out of environmental initiatives
• Promote best practice across the office for waste and energy management
• Support environmental policy to improve overall performance and help with achieving environmental objectives and targets

Service Delivery:

• To plan, allocate and monitor own work and ensure targets are met and work is carried out to meet and exceed agreed standards, creating necessary conditions for maximum productivity. 
• To drive an exceptional service experience which provides a seamless interface for the service users whilst driving continuous improvement, sharing best practices and connecting the community.
• To create and maintain a healthy, safe, and secure environment and ensure compliance with all health and safety legislation.
• To ensure the local teams adequately support client requirements such as business continuity planning, information security, internal/external certification audits, financial, security and HSEQ data.
• To ensure the effective implementation of all HSEQ and other policies and processes.
• Main point of contact for employees. 

Client:

• To deal with all client issues that are escalated from the local teams & client representatives.
• To encourage, collate, action & improve all user feedback.
• To develop a good working relationship with end users.
• To demonstrate and drive pride and professionalism in all aspects of customer service, providing flexible and responsive assistance to clients and colleagues putting the customer / client first and foremost. 

Experience and Attributes

• Open, approachable, helpful and positive 
• Highly organised 
• Strong customer focus and influencing skills
• Self - starter
• Minimum five years' experience ideally in the workplace office environment/ Facilities Management industry.
• National level qualification in facilities management, management or customer services is preferred.
• Educated to GCSE standard with at least five Grade C passes or above OR an NVQ qualification in business administration, customer service, ICT or equivalent.
• An aptitude for new and imaginative approaches to work related issues, identifying fresh approaches and a willingness to question traditional assumptions.
• A strong team player with excellent interpersonal and communication skills.
• Ability to communicate and interact with client and team members at all levels.
• Microsoft Office and associated Microsoft products experience.