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Workplace Support Professional

1 month ago

Sheffield, Sheffield, United Kingdom Shakespeare Martineau Full time

About the Role

We are seeking a highly organized and enthusiastic individual to join our team as a Workplace Support Professional. This role will provide exceptional client experiences and support for all our clients, both external and internal.

Key Responsibilities

  • Meet and greet visitors and colleagues into the client space, creating an exceptional first impression
  • Follow the visitor management process and ensure we meet all the requirements necessary
  • Liaise with the building reception team as and where relevant
  • Ensure the meeting rooms, the reception area, and collaboration spaces are presentable throughout the day/evening
  • Assist with the moving and organization of office equipment and meeting room furniture as and when required
  • Organize and serve catering and refreshments to clients in our collaborative spaces and meeting rooms
  • Ensure the refreshment areas in the client and collaborative space are kept well stocked, clean, and tidy at all times
  • Follow procedures to ensure coffee machines are well maintained, carrying out daily stock ups and weekly deep cleaning
  • Set up and clear down meeting rooms, including furniture layout changes and any additional equipment required
  • Ensure meeting rooms and office resource areas are stocked up with the correct stationery
  • Set up the required equipment in the meeting rooms, i.e., MS Teams or other technical requirements
  • Organize IT team support if required for a specific meeting/event
  • Wear a hands-free headset and answer phone calls within 3 rings
  • Responsible for managing the meeting room and car park bookings within the relevant app, responding within our SLA times
  • Liaise with clients either in person or on the phone about their bookings and requirements
  • Report to the relevant team(s) any equipment/furniture that requires fixing or replacing
  • Assist with ensuring we implement our environmental policy within our offices and recycling areas are kept in correct order and guidance labeling in place
  • Proactively ensure good housekeeping is adhered to throughout the office, kitchens stocked and tidy
  • Identify any H&S, cleaning, or any general maintenance issues/hazards and report promptly
  • Assist with the delivery of events both internal and external
  • Copy, print, and scan documents as requested, ensuring pages are clear, legible, and accurate, and correct finishing options are applied, including editing and enhancing of documents where required
  • Transfer data to and from removable media, cloud-based solutions, document, and case management systems
  • Sending outgoing mail and inter-office mail using PPI, DMO, or franking machine, ensuring outgoing mail is ready for collection at the agreed times
  • Distribution of incoming/inter office mail and couriered items, ensuring items are logged in and signed for
  • Hand deliveries and collections as per requests to and from local sites, including filing documents at court
  • Retrieve and send files to and from the offsite storage provider and carry out office file audits at regular intervals
  • Arrange outgoing couriers and special deliveries, etc., by request, ensuring relevant details are recorded for charging and auditing purposes
  • Arrange for large volume printing, scanning, and document finishing work to be sent to other offices for completion, ensuring SLAs are adhered to and requestors are kept updated on progress
  • Prepare for new starters and leavers with lockers, keys, and access as required
  • Ensure all information displayed in the office is appropriate and up to date at all times
  • Assist with supervision of any external contractors and building management team as required
  • Assist with any facilities-related activities as required, including fire warden and first aid duties
  • Any other duties commensurate with the post
  • Ensure all information displayed on the notice boards in the office is updated and relevant
  • Assist with new starter induction tours, issuing access control passes
  • Ad hoc duties as required and as requested by line manager
  • Flexible and prepared to travel to other locations to help cover duties during sickness or holiday