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Workspace assistant

2 months ago

Leeds, United Kingdom Pareto Facilities Management Full time

The workspace assistant role incorporates several facilities management tasks and is a great gateway into Pareto FM & the facilities sector. We are looking for a bright, enthusiastic individual to join our team during an exciting time for our client, the successful candidate will be involved in the day-to-day operations as well as getting involved in various projects on site.  

The overall purpose is to support the workspace manager with maintaining effective facilities management, exceptional service delivery and providing the client with a world class workspace.

Main Function:

The workspace team support the workspace manager at the city center office in Leeds. The role will 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 team.

Role Responsibilities:

  • Involvement with the wider workspace team, helping maintain areas such as print stations, stationary cupboards and meeting room equipment. Support with events including responding to enquiries, booking rooms, event set up and derig.
  • Covering the front desk as/when required. Welcoming and making sure visitors, staff and contractors are assisted/directed, ensuring the check-in process and clients security procedures are maintained.
  • Supporting with a shared reception inbox, creating access passes for new starters, visitors and contractors.
  • Assisting with contractor visits, raising work permits and requesting insurance documents/risk assessments.
  • Ordering of supplies/stationary/consumables.
  • Supporting with the updating and management of digital health & safety/compliance logbooks.
  • Dealing with requests via a shared workspace inbox, responding to car-park, meeting room, access and postage requests.
  • Monitoring Slack (internal messaging) channels and responding to workspace notifications/office queries.
  • Ad Hoc jobs as directed by the workspace manager. Involvement in small project works.
  • Must be prepared to ‘fill the gaps’ and step into any of the facilities roles in times of constrained resource.

Key Skills:

  • Strong Communicator.
  • Client focused skills.
  • Able to work on own initiative or as team player.
  • Adaptable to various duties of the post.
  • Confident and courteous manner.
  • Commitment to customer care.
  • PC literate and competent in all relevant MS applications.
  • Cultural sensitivity and awareness. 

Experience:

  • Employment within a fast-paced and varied role/customer service environment.
  • Front office/reception or hosting experience.
  • Meetings & events, booking/diary management (preferred)