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Office Assistant

3 months ago

London, Greater London, United Kingdom Foolproof Full time
Foolproof is a product and service design company. We bring together insight, creativity and technology to deliver experiences that transform businesses. The London office spans over three floors and is situated in Liverpool Street, close to Spitalfields Market.

Role:


This role is part of the Operations Team within Foolproof, which incorporates Office Management, Finance, HR, IT, PA and Front of House.

This team is responsible for supporting the wider Foolproof team ensuring that they can efficiently perform their jobs and enjoy a high functioning environment.


As part of the FOH team, you will be responsible for looking after the smooth running of the day-to-day operations of the London office by ensuring that essential supplies ranging from stationery to refreshments are kept topped up and that all team members are well looked after, whilst ensuring the office consistently looks good and the working environment is one that we're all proud of.

You are resourceful, highly organised and always on top of things. You are driven and motivated to move projects forward ensuring you keep all stakeholders updated. You can easily collaborate and communicate with internal teams and external partners.

You are an active participant in team building and socials and are pivotal in 'leading the charge' to build excitement and engagement around events.


To be considered you must be able to work in the office from Monday to Friday and be flexible with shift times.

Responsibilities:

As an Office Assistant you will be the first port of call for visitors.

You'll be a natural at putting visitors at ease, ensuring they're comfortable and projecting a warm and friendly welcome into our space.

You'll be a visible 'floor walker'; ensuring the office and store cupboards are being properly maintained and taking action to proactively tidy, fix, clean and replenish rooms.

Staff will naturally come to you as their first point of call for all things office related.

As part of this you are specifically responsible for:

  • Maintaining an 'on brand', visible and appropriate presence in the office.
  • Floorwalking: Ensuring the office (studio, meeting rooms / labs, kitchen, breakout area, bathrooms and cupboards) are being properly respected and maintained and putting these areas back to good order where needed.
  • Proactive and reactive maintenance of office stock, equipment and technology. Having your ear to the ground insofar as 'quiet grumbles' and ensuring the relevant owners are informed (i.e. Helpdesk, photocopiers, handyman, etc.) and remedial action taken where this action sits.
  • Liaising with suppliers organising deliveries and sourcing new suppliers where needed. The Facilities Manager will need to sign off use of any new suppliers.
  • Overseeing the office building and environment; security including alarm systems, door codes and office keys, Health and Safety including fire evacuation procedures and organising general office maintenance such as PAT testing.
  • Supporting with organisation of events and coming up with new ideas for fun companywide or office activities, Cake Fridays, away days, celebrations, afterwork social events, etc.
  • Working with the FOH team and EA to book travel and hotels requests for the team.
  • Assisting with answering the main phone line.
  • Helping and supporting other Foolproof offices, making sure they are all aligned.
  • Being a good ambassador for the Operations team and its areas of responsibility.
  • You are able to communicate confidently and effectively at all levels both verbally and in writing.
  • You will be able to work at pace and embrace new and challenging situations.
  • You are selfmotivating, enthusiastic and an ambassador for the business.
  • You are able to see the bigger picture: look and plan ahead and set priorities appropriately.
  • You have strong attention to detail and organisational skills; you believe in taking responsibility and owning things through to completion.
  • You are flexible in your approach to work and able to adjust priorities and needs to deliver work as required.
***:

Benefits:

When you join us, you'll gain access to a number of unique benefits including:

  • Annual variable bonus.
  • 25 days of annual leave (plus bank holidays), which increases with your length of service.
  • The option to buy or sell up to three days of annual leave a year.
  • Private pension scheme with a salary sacrifice option available.
  • Private medical insurance.
  • Employee Assistance Programme.
  • Life insurance.
  • A global benefits and rewards platform.
  • Additional benefits with long service.