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Workplace Assistant

5 months ago

Glasgow, United Kingdom Mainstay Facilities Management Full time

**Job description**

We are offering 1 workplace assistant roles working within a fantastic, diverse and vibrant office in the heart of Glasgow.

**Purpose of Job**

Responsible for the front of house customer experience, porterage and meeting room reconfiguration, and customer service delivery of the daily tasks of the internal property areas. The job holder will be passionate about service delivery and ensure all activity is focused on adding value to our customer experience. The role will involve extensive customer interactions working to continually evolve and improve our service in line with our customers' expectations.

The role relates to the execution of the Facilities Management contract for the specified Direct Line Property. Responsible for ensuring delivery of first-class workplace standards, developing trust and loyalty from Direct Line and Ascot Services partners, and delivering exemplary brand standards.

**Particular aspects of the job will include**:

- Front of House Concierge and visitor support duties across a 7-day week rota
- Front line Security duties including all visitor and contractor controls
- Operation of the front of house reception and guest services
- Meeting room and desk booking management
- inclusive of meeting room reconfiguration
- Resource management meeting room booking system
- Maintain cleanliness and tidiness of the reception areas at all times, specifically in relation to desks, glazing, floors, deliveries, flower arrangements and lighting.

**Site Presentation**
- To take responsibility for the presentation, cleanliness, and safety of all the areas of the premises.
- To interact with all building users, visitors, and colleagues in a courteous, professional, and helpful manner at all times.
- To ensure that any breaches of security or damage is reported to the relevant authorities.
- Daily completion of site report, to relate repairs and issues raised by occupiers, visitors, or colleagues.
- To be responsible on a daily basis for the removal of litter, detritus, and other site materials from the communal areas of the development, paying specific attention to the courtyard, car parks, and lifts.
- To ensure the building frontage is kept clean and tidy.
- To be responsible for the watering of any plants or shrubbery within the external areas of the development.
- **Record-Keeping**
- To record all site issues as they arise and recording updates and job completion
- A register of key usage, keyholding and usage by contractors
- A diary of expected visitors
- Planned visits/permissions given to contractors and managed through Resource management system and visitor management bookings.
- Parcels and recorded deliveries.
- Car park space management.
- Health & Safety compliance in accordance with company policy to include monthly H&S checks, weekly lift alarm tests, weekly fire alarm tests, emergency light tests.
- **Management of Site Contractors**
- All contractors must have the correct authority to carry out repairs/works before commencement.
- To be aware and responsible for access and routine management of all approved contractors, such as service engineers, and window cleaners.
- To check works carried out by such contractors on a regular basis.
- To report incidents of unsatisfactory work quality to the Workplace Manager
- Demonstrating pride and accountability in your work
- Takes personal accountability in maintaining exemplary standards
- Pays attention to the smallest details that will enhance this prestigious working environment.
- Puts focus on delivering a five-star service.
- Adopts an adaptable and resilient nature, willing to undertake a variety of tasks including assisting other team members in their duties (e.g. BMT)
- Can manage their time and tasks in an efficient manner
- IT and computer literate - able to use a smart phone and web-based tools.
- Ensure service delivery standards are in line with or exceed client expectations.
- Support Housekeepers and colleagues as appropriate, including sharing of best practice and ensuring service consistency.

**Key Accountabilities**

**Brilliant Basics**
- To build and maintain strong relationships with all key stakeholders.
- Maintenance of the daily appearance of the internal areas.
- Responding to helpdesk requests for cleaning, porterage, and maintenance tasks during the day.
- To report emergencies in the case of building faults and be the first response for attendance with all jobs.
- To undertake porterage tasks as required including setting up and clearing away furniture
- You will be required to participate in audits and report any defects or faults that you see to the Helpdesk
- To assist in the clearing of blockages, remove foreign matter from sinks, toilets, drains, kitchen grease traps etc. and clean up spillages as required
- To assist in the maintenance of flooring, washing of walls and cleaning of furniture according to the PPM planner
- To advise the Workplace Manager on stock levels of consu