Workplace Services Assistant

7 months ago

London, United Kingdom Columbia Threadneedle Investments Full time

Where you’ll fit in & what our team goals are

Your role will be to provide a critical support service within our HQ supporting mail distribution, couriers, safety inspections, maintenance and archiving activity amongst supporting other ad hoc functional activity that arises. Communication, building strong internal stakeholder and supplier relationships will be key to this role. As part of enhancing the function reputation you will be dynamic, multi skilled and integrate within other areas of the Workplace function when required.

The Workplace Services function currently operate between the hours of 8am to 8pm and shift work will be required by prior agreement.

This role requires 5 days per week attendance in the office.

**How you'll spend your time...**
- The business are in the process of reviewing and improving their approach to Office Services and the WSA team is responsible for being the face of this in London by way of developing strong customer/client relationships and adopting effective lines of communication with business stakeholders, building management, supply chain and managing agents. They are also responsible for identifying opportunities to improve processes, ways of working and delivering exceptional standards of workplace experience and environment as well as exceptional standards of service for our people, our business, and our clients
- The WSA role is responsible for the management of all reactive and proactive repairs and maintenance for our London property ensuring internal SLAs/KPI’s are met and working with our supply chain where necessary by arranging call outs, arranging access, meeting and hosting contractors etc through to completion of tasks. This could be anything from access control, hard services, caterers, cleaning etc.
- As well as proactively seeking out and logging maintenance issues, the role is responsible for efficiently responding to helpdesk tasks, effectively communicating task updates within the team but also to the end user, closures, and escalating issues to the Workplace Services/Facilities Supervisor or Workplace/Facilities Manager as required. You will also on occasion be expected to complete basic maintenance tasks such as replacing lamps, light repaints and basic repairs
- You will be responsible for ensuring building safety matters are logged and resolved in an effective timeframe, this includes regular, documented floor walks and safety checks in line with the HSE Management system. Other safety related responsibilities are working as part of the fire marshal group, being a first aider, responding to incidents and raising safety related matters as appropriate
- Your role is responsible for management of all deliveries including incoming/outgoing mail and courier activity. They will also play a key role in driving down unnecessary mail, improving services by engaging our people to arrange deliveries, reducing personal deliveries etc.
- You will also be expected to work closely with the archiving and reprographics services supporting their activity and undertaking associated tasks with relevant training and support as appropriate
- You will play a key role in the presentation of our property with an enhanced focus on our client areas. During your daily routine you are expected to complete an early review of the space to ensure ready for the day ahead and engaging relevant teams to resolve issues. Throughout the day or at agreed times, you are expected to reset furniture, keep the space tidy, remove clutter, top-up printers, reset blinds, clear rubbish etc. You will work closely with the housekeeping team in ensuring the space is always clean and highly presentable
- As part of the Workplace Services team you will be required for meeting room and furniture changes to support key client meetings, events and working closely with the Front of House team
- In line with budget, procurement approvals and process, responsible for purchasing stationery, and office service products via preferred supply chain
- You will work closely with our supply chain/vendor management for all Workplace and Facilities related services for the Columbia Threadneedle Investments HQ. This must be done in alignment with Procurement procedures, ensuring excellent service levels
- You will play a key part in moves and changes projects where required.
- The WSA team is responsible for the Health and Safety of our people, our clients, our contractors, our visitors, and any activity associated with the Columbia Threadneedle Investments HQ and our operations. This includes implementation of policy and alignment with business strategy while ensuring compliance with UK legislation/regulation.
- Safety and security of our people, our clients and our information is paramount and the WSA team is responsible for ensuring alignment with Columbia Threadneedle Investments security policy and embedding behaviours into the business and our people. This includes being always vigilant for security

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