Workplace Assistant

Workplace Assistant – Newcastle

Reports to: Workplace Coordinator

Scope

The Workplace Assistant as part of the operational management team here at EY. They are responsible for managing facilities management within their designated space.

Purpose

Act as secondary contact for all Workplace Services, local office operations and Direct Managed Services at local office level with staff. Develop knowledge to act as a signpost for internal client queries. Build relationships with the client and help them to develop and grow as a company.

Key Responsibilities

• First point of contact for all workplace services and office operations.
• Daily completion of set to go / Attention to Detail each day for all areas.
• Reporting and monitoring office issues, maintenance requirements and meeting agreed SLAs by notifying managed services & reporting via the app.
• Completion of office weekly status reporting.
• Poster and communications management.
• Replenishing stationery/paper supplies by placing orders with vendors.
• Onsite personal storage, team storage and key management.
• Monitoring cleaning and reporting issues to managed services.
• Ensure clear desk policy is upheld and adhered.

Meeting room management

Working closely with other service lines to ensure all meeting rooms are set up correctly, clean, equipment is in working order and fabrics are up to the standard.

Health and safety responsibilities

• Completing inductions for new joiners.
• Supporting leavers process.
• First aid support.
• Fire marshal duties.
• Follow process for Health & Safety reporting incidents or accidents.
• Ensure all fire routes are clear by completing multiple floor walks during the day and reporting any defects to remain compliant.
• Provide updates for the Business Continuity Plan.
• DSE assessor.
• Manage health & safety noticeboards.

IT requirements

Replenishing printer paper each morning and throughout the day. Reporting issues to IT helpdesk.

Security

To report incidents as appropriate per agreed process. To advise individuals to secure attractive items including laptops in accordance with EY\’s policies.

Environmental

Support and assist with the roll-out of environmental initiatives. Promote best practice across the office for waste and energy management. Support environmental policy to improve overall performance and help with achieving environmental objectives and targets.

Service Delivery

To plan, allocate and monitor own work and ensure targets are met and work is carried out to meet and exceed agreed standards, creating necessary conditions for maximum. To drive an exceptional service experience which provides a seamless interface for the service users whilst driving continuous improvement, sharing best practices and connecting the community. To create and maintain a healthy, safe, and secure environment and ensure compliance with all health and safety. To ensure the local teams adequately support client requirements such as business continuity planning, information security, internal/external certification audits, financial, security and HSEQ data. To ensure the effective implementation of all HSEQ and other policies and processes. Main point of contact for EY employees.

Client

To deal with all client issues that are escalated from the local teams & client representatives. To encourage, collate, action & improve all user feedback. To develop a good working relationship with end users. To demonstrate and drive pride and professionalism in all aspects of customer service, providing flexible and responsive assistance to clients and colleagues putting the customer / client first and foremost.

Experience and Attributes

• Open, approachable, helpful and positive.
• Highly organised.
• Strong customer focus and influencing skills.
• Self – starter.
• Minimum five years\’ experience ideally in the workplace office environment/ Facilities Management industry.
• National level qualification in facilities management, management or customer services is preferred.
• Educated to GCSE standard with at least five Grade C passes or above OR an NVQ qualification in business administration, customer service, ICT or equivalent.
• An aptitude for new and imaginative approaches to work related issues, identifying fresh approaches and a willingness to question traditional assumptions.
• A strong team player with excellent interpersonal and communication skills.
• Ability to communicate and interact with client and team members at all levels.