URBN Office Assistant (Part-Time) in London

URBN UK Limited is part of the URBN Group, a global retailer, with its European Head Office located in London. Its retail offering in Europe takes the form of three brands. With stores in more than 10 European countries and a strong e-commerce presence, we’re driven by the same core values as our customers, and we approach our work with a sense of community and purpose that sets our brands apart.

This is a fantastic opportunity to join our Head Office team. The ideal candidate will have bags of energy and enthusiasm for the brand and a desire to develop a career in fashion retail. We are looking for an affable, self-motivated, highly organised individual who will be an excellent multi-tasker whilst being a brand ambassador to all visitors to the office. The Office Assistant will be dually responsible for the day-to-day front of house operations and supporting in general administrative tasks. The role will entail being the first point of contact for visitors, clients and couriers and owning the reception area. You will be expected to meet and greet everyone, whilst observing the highest standards of communication. This role also includes the opportunity to learn from the breadth of functions by working closely with various teams to support the day-to-day administrative assistance.

What You'll Be Doing

• Front of House Duties:
• Greeting visitors and directing them to the right person, utilising the URBN Visitor Management software
• Owning and maintaining the reception, conference rooms, bar and kitchen area, setting best practices guidelines, and ensuring they are adhered to
• Checking and receiving courier parcels and other incoming packages
• Sorting and distributing incoming mail for all brands, franking outgoing mail
• Ordering supplies, including stationery, business cards and headed paper as necessary
• Supporting with office maintenance; liaising directly with contractors to resolve them
• Collaborating with Facilities/Development team on Health and Safety and Green Initiatives
• Regular fire alarm test as required/instructed
• Supporting Office Manager in ensuring Health and Safety standards are upheld at all times throughout the building
• Supporting Office manager with updating and maintaining COSHH registers
• Supporting Office Manager to manage the key holder list, managing check-in and check-out of keys to personnel
• Support in co-ordination of any logistics, capital and project workload across the office
• Supporting across our other office locations as required
• Admin / General Duties:
• Create and update access cards for all office users
• Assist Office Manager with communications to HO via various email accounts and Slack
• Updating access control, discount card and contact sheet with new starters and leavers
• Manage satellite areas to a high standard
• Utilise and update Delivery Management system
• Diary Management of the executives where required
• Other general administrative tasks for executives as needed, i.e. expenses, booking travel, and any ad hoc/general executive support
• Organise room bookings for all nine meeting rooms and six meeting pods
• Upholding standards in Gym and Yoga rooms, ensuring a clean and comfortable environment is maintained
• Coding and reporting courier costs to Finance department
• Assisting Head Office employees with bookings for any Gym/Yoga events
• Ad hoc supports for departments when appropriate, i.e. group travel booking and coordination of travel, event support, general photocopying/prints, etc.
• Co-ordinate building induction process for new starters
• Acting as a first point of contact for staff queries
• Supporting Office manager with planning and execution of Head Office events

What You'll Need

• Excellent communication skills
• Sense of urgency
• Ability to effectively manage workload and to work to deadlines and targets
• Highly organized and innately ‘tidy’ mindset
• Tenacity and eagerness to learn new skills
• Understanding of and ability to work within principles of equal opportunities, data protection and with regard for confidentiality
• Good user knowledge of Excel, Word and Outlook package

The Perks

• Work-life balance: Flexible start and finish times, Bring your dog to work
• Wellbeing: Employees Assistance program to support with mental, physical and financial health, Fully equipped free gym and on-site wellness room in Brick Lane and 50% discount of external gym memberships, Private Medical Insurance
• Employee Discount: Up to 40% off at all URBN Brands!
• Community: One paid day to either volunteer or fundraise for a charity of your choice
• Travel: Cycle to work scheme, Season ticket loan
• Continued Development: We offer structured support within the business alongside continued learning and development

Equal Opportunity Statement

URBN is an Equal Opportunities Employer committed to diversity and inclusion. We provide equal employment opportunities regardless of age, sexual orientation, sex, gender reassignment, pregnancy, marital status, religion, race, or disability. We base all our employment decisions on merit, job requirements and business needs.