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Workplace Support Specialist

2 months ago

StratforduponAvon, Warwickshire, United Kingdom Ampa - Legal & Professional Services Full time

About the Role

Ampa - Legal & Professional Services is seeking a highly organized and enthusiastic Workplace Support Specialist to join our Business Operations Group. As a key member of our team, you will play a vital role in providing exceptional client experiences and supporting our clients, both internal and external.

Key Responsibilities

  • Meet and greet visitors and colleagues, creating a positive first impression
  • Follow visitor management processes and ensure all requirements are met
  • Liaise with the building reception team as needed
  • Ensure meeting rooms, reception areas, and collaboration spaces are presentable throughout the day and evening
  • Assist with moving and organizing office equipment and meeting room furniture as required
  • Organize and serve catering and refreshments to clients in our collaborative spaces and meeting rooms
  • Ensure refreshment areas are well-stocked, clean, and tidy at all times
  • Follow procedures to maintain coffee machines, including daily stock-ups and weekly deep cleaning
  • Set up and clear down meeting rooms, including furniture layout changes and additional equipment
  • Ensure meeting rooms and office resource areas are stocked with the correct stationery
  • Set up required equipment in meeting rooms, including MS Teams or other technical requirements
  • Organize IT team support for specific meetings or events
  • Answer phone calls within 3 rings while wearing a hands-free headset
  • Manage meeting room and car park bookings within the relevant app, responding within SLA times
  • Liaise with clients about bookings and requirements
  • Report any equipment or furniture issues to the relevant team
  • Assist with implementing our environmental policy and maintaining recycling areas
  • Ensure good housekeeping throughout the office, including stocked and tidy kitchens
  • Identify and report any H&S, cleaning, or maintenance issues
  • Assist with delivering events, both internal and external
  • Copy, print, and scan documents as requested, ensuring accuracy and quality
  • Transfer data to and from removable media, cloud-based solutions, and document management systems
  • Send outgoing mail and inter-office mail using PPI, DMO, or franking machines
  • Distribute incoming and inter-office mail, ensuring items are logged and signed for
  • Hand-deliver and collect items as requested, including filing documents at court
  • Retrieve and send files to and from offsite storage providers
  • Arrange outgoing couriers and special deliveries, recording relevant details for charging and auditing purposes
  • Arrange large-volume printing, scanning, and document finishing work for other offices
  • Prepare for new starters and leavers, including lockers, keys, and access
  • Ensure all information displayed in the office is up-to-date and relevant
  • Assist with supervising external contractors and building management team as needed
  • Assist with facilities-related activities, including fire warden and first aid duties
  • Perform other duties commensurate with the role
  • Ensure notice boards are updated and relevant
  • Assist with new starter induction tours and issuing access control passes
  • Perform ad-hoc duties as requested by the line manager
  • Be flexible and prepared to travel to other locations to cover duties during sickness or holiday

Requirements

  • Experience in an Admin role or Retail
  • Flexibility with working hours to meet business needs
  • Excellent IT skills and ability to use Microsoft Office products and other systems
  • Ability to work well under pressure, remaining calm and professional
  • Exceptional organization skills
  • Effective communication and relationship-building skills
  • Attitude of continuous improvement and flexibility
  • Good attention to detail

Competencies

  • Professional presentation and ability to embody Ampa's values
  • Passion for exceptional client experience
  • Willingness to learn and improve knowledge to deliver excellent support
  • Ability to use initiative and positive attitude to challenges
  • Willingness to support other teams
  • Reliability and punctuality
  • Competence in problem-solving and discretion
  • Team player with a desire to make a difference