Receptionist - Team Assistant

2 weeks ago

Sheffield, United Kingdom Arup Full time

**Job Title**:Receptionist - Team Assistant**
**Location**: Sheffield - Arup office based
**Contract**: Full-Time Perm

**Our Company**:
Arup is a multi-disciplinary firm of designers, planners, engineers, consultants and technical specialists, working across every aspect of today’s-built environment. Together we help our clients tackle their most complex challenges, turning exciting ideas into tangible reality as we strive to find ways to shape a better world. You can find out more here.

Our Business and Corporate Services functions provide a fundamental platform of steadfast support across all aspects of Arup’s business. This enables our firm to operate efficiently whilst working with our clients on projects that will set new industry standards.

**About this career opportunity**

Based in Sheffield, an exciting opportunity has arisen for an Office Coordinator / Team Assistant to provide robust support to the office. This is a pivotal support role in a busy office and will bear a significant impact on external and internal clients within the office environment. You will also make a significant impact on how the teams operate and engage with our clients. The role will involve being the ‘go to’ person within the office, supporting colleagues in producing quality deliverables and ensuring smooth operations

In this role, you will provide a full range of administrative support, working with the Office Manager and wider Technical Teams to deliver an excellent front of house service and an effective and welcoming office experience for staff and clients You will work collaboratively with other members of the Business Support team continually promoting best practice within Business Services.

Willingness and ability to take ownership of tasks is key. The individual must be a problem solver and take initiative to resolve issues that they may face.

The role is front of house, and therefore predominantly office based.

**In addition, you will make an impact in this role by**
- Taking responsibility for the general smooth running of the front of house ensuring appropriate resources are in place to provide an effective and efficient service
- Management of all meeting rooms and booking system and client visitors
- Ensuring the office is presentable at all times
- Order and monitor office supplies and stationery and ensure stock levels are sufficient
- Process invoices in a timely manner for all office consumables and suppliers
- Help to manage the space and office desk booking efficiently
- Being aware of H&S best practice, identifying risks, breaches or specific needs and have an interest in fire and first aid roles
- Supporting with client and social events
- Understanding the link between all Business Services disciplines and being able to draw on these relationships to deliver high quality outputs both to internal and external clients
- Supporting the wider teams in project administrative activities in line with client requirements - this will include high-profile project work as well as routine administrative tasks, for example supporting on workload spreadsheets, gathering finance information to support invoicing or supporting the project team in adhering to internal procedures.
- Producing high-quality documents in line with the Arup brand for internal or external purposes, proofreading content to ensure consistency and style, editing and making suggestions for improvements to text and presentations, preparing draft PowerPoint presentations if required.
- Provide wider support to other team coordinators in the Business Services team, providing cover during busy periods or periods of leave, promoting and sharing best practice to deliver high standards.

**To achieve in this role, you are likely to**
- Demonstrate solid experience in a similar role, ideally in professional services, multi-disciplinary environment.
- Demonstrate sound knowledge of Microsoft packages, including solid PowerPoint skills and ideally SharePoint.
- Demonstrate excellent communication skills, both written and verbal
- Have excellent attention to detail and an ability to cope with changing deadlines, prioritising demands, whilst remaining calm under pressure
- Demonstrate reliability, flexibility and adaptability
- Display an engaging, enthusiastic, and confident manner with an interest in supporting the work we do.

Expertise with booking systems including Concur and Condeco would be advantageous.

**Rewards and Benefits**:
We offer a competitive salary at all levels, and one of the best benefits packages in our sector.

Core benefits include cover under the UK Healthcare Plan (private medical insurance), Life Assurance, Accident Insurance, and Income Protection (long term disability) cover. Core benefits are funded by us and made available to all permanent staff in order to support and safeguard your financial, physical, and mental wellbeing. You will also have access to Choose Benefits to help with your work/life balance and

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