Contract: 12 Month FTC - Full time

Location: Birmingham

Key Responsibilities

Proactively assist with the delivery of professional, efficient, and client-focused Workplace Services and Facilities Management support to the office.

Workplace Services

• Act as an ambassador for Workplace Services, promoting a positive and professional working environment.
• Support the day-to-day coordination of office services, including reception, hospitality, switchboard queries, staff welfare, and partner support.
• Oversee reception, meeting rooms, and communal areas to ensure high standards of presentation and functionality are maintained.
• Manage meeting room bookings through Condeco, ensuring room layouts, equipment, functionality, and catering arrangements are delivered as requested.
• Coordinate the provision and management of security access passes in conjunction with the building security provider.
• Ensure the safety and security of visitors and staff by adhering to first aid, health and safety, and emergency procedures, reporting incidents where appropriate.
• Monitor and maintain stock levels of stationery, refreshments, and catering supplies, ensuring expenditure remains within budget.
• Undertake administrative activities as part of the central administration team, including monitoring and actioning shared mailboxes.
• Assist with records management activities, ensuring accurate filing, retrieval, organisation, and resolution of related queries.
• Raise purchase orders and process invoices within delegated authority levels and approved budgets.
• Coordinate onboarding and offboarding activities, ensuring new starters have the required workplace and IT equipment and that company assets are returned by leavers.
• Manage incoming deliveries, ensuring goods received are checked against delivery notes and purchase orders for accuracy and completeness.

Facilities Management

• Act as an ambassador for Facilities Management and support day-to-day facilities operations.
• Coordinate office maintenance requirements and schedule contractor visits, working closely with office and building reception teams to ensure visits are managed efficiently and securely.
• Provide administrative support to the UK & ROI Facilities Management team.
• Coordinate the collection and maintenance of environmental and operational data within Pulsora, including information from suppliers, systems, meters, and manual inputs.
• Collect and report office attendance data for Birmingham, Guildford, and Bristol, conducting regular validation checks to ensure accuracy.
• Maintain and regularly update Fire Marshal and First Aider registers, ensuring compliance with health and safety requirements.
• Conduct routine workplace inspections to ensure offices meet operational, health, safety, and housekeeping standards.
• Support emergency response procedures and business continuity plans.
• Coordinate office moves, workspace changes, and desk set-ups, including equipment and signage requirements.
• Respond to and coordinate ad hoc facilities-related issues and incidents as required.

Customer Service

• Deliver an exceptional level of service to internal and external clients, becoming a trusted and reliable point of contact.
• Resolve day-to-day workplace and facilities queries, providing timely updates and practical solutions.
• Act as a liaison between Workplace Services, Facilities Management, Legal Support, and other internal functions including HR, IT, and Finance.
• Build strong working relationships with stakeholders and identify opportunities to improve service delivery and the overall employee and client experience.
• Work collaboratively with colleagues and cross-functional teams to achieve agreed service standards and key performance indicators (KPIs).
• Demonstrate flexibility and a proactive approach to supporting the wider business when required.

Communication

• Communicate effectively with Workplace Services Managers, the Facilities Manager, Legal Support Managers, and colleagues at all levels to ensure a consistently high level of service.
• Liaise professionally with internal stakeholders, contractors, suppliers, and building management teams.
• Provide clear and timely updates on workplace services, facilities activities, and operational issues as required.