Workplace Assistant in Coventry

Better places, thriving communities.

Job Title

Workplace Assistant

Pay & Hours

• Rate of Pay: £12.60 per hour
• Contract: Permanent, Full Time
• Weekly Contractual Hours: 40

Location

GPA, Cheylesmore House, Quinton Park, Coventry, West Midlands, England, CV1 2WT

Overview

We are looking for a Workplace Assistant to serve as the front‑line customer‑facing representative for our services and to bind together the various facilities services. The purpose of the role is to enhance the customer experience by building and maintaining excellent relationships with occupants and exceeding their expectations on a daily basis. As a cultural ambassador and community advocate within the building, you will share best practice with the rest of the Mitie team to ensure service delivery meets the needs of the customer and the business.

Responsibilities

• Report to the Soft Services Manager and ensure that services delivered by the site/location service lines are consistent, reactive issues and customer enquiries are responded to promptly and professionally.
• Present a strong visible presence for building users while consistently delivering high‑quality service and an excellent customer experience.
• Manage all daily post room operations: sort and distribute incoming mail, coordinate outgoing mail and courier collections, handle parcels, and ensure secure handling of confidential items.
• Receive and process print requests, operate reprographics equipment, and maintain adequate stock levels of paper and consumables to ensure accurate, high‑quality, and timely production of printed materials.
• Coordinate and collate management information as required by the Site Manager and Regional Manager.
• Handle client and customer requests, ensuring central support and consistent communication so the client is kept informed at all times.
• Maintain a tidy and clean appearance throughout the building, including desks, collaboration areas, and breakout spaces.
• Proactively chase work orders on behalf of the client and assist tenants, management, and line managers with reception cover, pass allocation, locker management, light portering, cleaning tasks, IT equipment replenishment (toner changes and paper restocking), and any other reasonable requests.
• Effectively communicate FM activities to relevant clients and maintain ongoing communication with all service lines to ensure seamless delivery for building occupants.
• Conduct regular floor walks to confirm that areas remain clean, tidy, and proactively supported, and carry out both reactive and planned cleaning tasks to maintain a consistent five‑star standard in breakout areas and hubs.
• Act as the key interface between tenants, the client, and all service lines within the contract, ensuring efficient coordination and a high standard of service delivery.

Experience

• Minimum of 1 year in a strong customer‑facing facilities environment.
• Experience using CAFM systems, including logging jobs and running reports.
• Ability to conduct daily and weekly floor audits throughout the building and log any required jobs with the helpdesk.
• Experience in fire emergency procedures and active promotion of the Customer Experience (CX) Programme.
• Strong interpersonal, written and spoken communication skills with individuals and groups.
• Knowledge of Health & Safety requirements and the ability to report issues through the Mitie system.

Essential Skills

• Strong experience in daily interaction with clients, leadership teams, operational management, and frontline teams.
• Self‑disciplined, capable of working independently, and confident in making decisions without needing to refer to a line manager.
• Flexible and adaptable approach with effective problem‑solving skills and ability to manage conflict situations positively.
• Attention to detail, strong focus on maintaining high standards, and a methodical, organized working style.
• Computer‑literate and proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and support for printing and audio‑visual solutions.
• Friendly, sociable, and welcoming manner toward tenants and employees.
• Calm, patient, and polite when receiving customer feedback; willing to go out of the way to support guests, employees, and the public.
• Health and Safety training required, with a minimum requirement of IOSH Managing Safely.

Desirable Skills

• Holding SC Clearance and having knowledge of building services.
• Previous experience working in a facilities management (FM) environment.
• Possession of a formal Health & Safety qualification such as IOSH (1‑day or 5‑day).
• Additional beneficial skills: cleaning experience, reception skills, post room and reprographics knowledge, portering experience.

Benefits

Our market‑leading flexible benefits scheme includes a virtual GP, salary finance, a flexible benefits platform (Choices) offering dental insurance, dining cards, coffee clubs, technology products, high‑street discounts, a cycle‑to‑work scheme, life cover (greater of your equivalent annual salary or a minimum of £10,000), a save‑as‑you‑earn scheme, a Mitie Matching Share Plan, and the chance to earn Mitie Stars with cash prizes and a chance to win up to £10,000.

Diversity & Inclusion

We are committed to ensuring our recruitment process is inclusive and accessible to all. If you have a disability or long‑term condition and need reasonable adjustments during the recruitment process, please let us know.

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