Workspace Assistant

5 days ago


Edinburgh, United Kingdom paretofm Full time

**Salary **:Up to £25,000 DOE

**Location **:Based from Edinburgh

**Contract Type **:Permanent

**Hours**: 40 hours per week (8am to 5pm)

**Reporting to**:Workspace Manager

**Benefits**:

- YuLife Wellbeing Application
- 28 days holiday

**Overview**:
**Main Function**:
The Workspace team support the Workspace Manager at the London head office. The role will be based at the Reception and have direct interaction with various departments, multiple areas and senior managers across the business. The Workspace Assistant will be expected to lead individual assignments as directed by the Workspace Manager and Coordinator.

**Role Responsibilities**:

- Front of House & Security
- Be a friendly face for building users to see each day by delivering a warm welcome and making sure visitors and staff are comfortable at all times
- Show confidence in supporting and communicating the Client’s security policy if you feel it’s being challenged
- Proactively coordinate the onsite meetings including manual setups and setup management
- Handle queries around the newly implemented desk booking system and visitor management tool
- Handle access card distribution process for new starters and staff/guests that require temporary passes
- Manage consumables stock (Freshen ups, tea points, stationary and ‘Beer Fridge Friday’)
- **Mail & Logistics**
- Handle incoming post and packages, collecting outgoing and distributing incoming mail once per day
- Ensuring mail handling area is kept clean and tidy at all times, minimizing risk of items going missing or getting damaged
- Ensure manual tasks including; handling incoming deliveries, carrying out physical setups/deliveries are all carried out safely in accordance with your manual handling training
- Ensure all storage areas are kept tidy and hazard free
- **Projects & Maintenance**
- Support the Workspace Manager and Program Manager by;
- Carrying out small moves and changes (IT & Furniture handling)
- Carrying out targeted space utilization studies
- Inducting contractors onto site including general health & safety induction
- Engage sub-contractors monthly to ensure planned maintenance visits are carried out on time and planned with the wider team/business
- Occasionally supervise contractors on site out of normal working hours
- Ensure all reactive jobs for Engineer are logged on eLogBooks (CAFM system)
- **Admin Support**
- Raise standard weekly POs for general consumables used across the site
- Support the team by gathering information required to deliver monthly report
- Carry out leavers and starters process (Security)
- Manage stock and production of Access Badges
- Control incoming Service Now requests and distribute accordingly across the team
- Support Management with travel bookings

**Essential skills and experience**
- Strong interpersonal and communication skills, both oral and written
- Confident in taking accountability for assigned tasks
- Organised, efficient and able to multitask
- Ability to work both independently and in a team
- Knowledge of IT software - Office and other business critical software
- Administrative experience
- Health and Safety knowledge and awareness
- Customer service skills
- Budget management/financial experience
- Contractor management
- Hospitality/meeting room management
- Flexibility

**Desirable skills and certification**
- Oracle based finance systems
- IOSH working safely / IOSH managing safely
- IWFM Level 3 Qualification or similar
- DSE assessor
- Fire warden
- Occupational first aid
- Manual handling
- Working at height


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