Workplace Assistant

6 days ago

Birmingham, United Kingdom RICS Full time

The main purpose of this position is to provide data reporting and general admin support to the Workplace Team. To maintain efficiency and administration systems, looking to improve and develop where necessary. A strong communicator who can receive and process complex information in an efficient way and in return pass on required key-information and action points to the Team.

Main duties and responsibilities are:

- Support the workplace team in interpreting global occupation data and spaces analysis and efficient service across sites including, logging, and creating jobs within the workplace helpdesk
- Assist in the administration and maintenance of workplace dedicated folders and filing system.
- Ensuring that BAU PPM plans are entered onto the Helpdesk and are up to date, allocated to the correct team members and followed up until satisfactory completion.
- Assist in maintaining the financial administration of the workplace team including raising purchase orders, reconciling invoices, monitoring expenditure against budget, follow up outstanding payments, and liaise with the finance team upholding accurate financial record keeping, in a timely manner in line with KPIs.
- Preparing Workplace FM KPI/SLA performance reports for review by Head of Workplace
- If requested, attend meetings and minute take. Type minutes with accuracy and circulate in a timely manner.
- Reports - preparation of a variety of management reports and electronic presentations including overall design and manipulation and extraction of data.
- Oversee Meeting & Personal Spaces booking systems to ensure Guests and Staff have an outstanding experience within our spaces.
- Assist were necessary, in the monitoring performance against Key Performance Indicators (KPIs) and Service Level Agreements (SLAs) of third-party supplier / contractors, including attending monthly supplier review meetings.
- Assist in reviewing existing workplace contracts and arrangements, where necessary making recommendations for change.
- Assisting in all aspects of customer and employee satisfaction.
- Participating in any workplace audits and enquiries.
- Any other duties that may reasonably be required by the Manager, within the scope of the role
- Previous experience within a FM environment using Helpdesk & Office Space Booking systems would be beneficial
- Good oral and written communication skills
- Strong administrative skills including digital filing structures, problem‐solving and driving efficiencies through effective use of technology
- Knowledge of health & safety within a large office/organisation.
- Ability to deal with sensitive and confidential items of mail in accordance with the code of

conduct
- Ability to work on own initiative and be proactive in problem solving, especially in locating

staff members and deciphering mail
- Ability to deal with customers in a polite and diplomatic manner
- confident in speaking with both customers and other team members at all levels and have the ability to work independently.
- Tenacious with great customer service experience.

**Salary**: £21,000.00 per year

Schedule:

- 8 hour shift

Reference ID: 3516

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