Workplace Support - The Qube, London

Job description

Workplace Solutions are recruiting for Workplace Support to be based in The Qube, 90 Whitfield Street EDF Energy, London W1T 4EZ. This is a permanent, full time, role working 40 hours per week, Monday to Friday 09:00 - 17:00 but will need to be flexible around normal core office hours. On offer is a competitive salary.

General Overview:

The Workplace Support role will report to the Facilities Manager, serving as a key representative of the Facilities team and will be expected to professionally and effectively address the needs of visitors and internal customers and to ensure that teams are meeting this expectation.

This role provides a key interface with the customer and will provide insight and be fully conversant with the day to day activities within a designated area or site.

In addition, this role will support the Facilities Management team in the provision of Concierge, Meeting Room, Administrative and Facilities services. It is intended that this individual will develop a true partnership approach with the client so that they are better able to tailor service delivery to specific departmental requirements. Areas of expertise – AV – Reprographics – minor repairs – security – event management – visitor hosting.

SHEQ STATEMENT:

Workplace Solutions are committed to leading our sector in sustainability. Our employees have a collective responsibility to work in a sustainable manner helping to minimise our impact on the environment whilst contributing benefits for our clients, colleagues and the community. Employees have a responsibility not to cause harm to ourselves or to others in our efforts to make safety personal. All employees are expected to work within our Sustainability and Health and Safety policies and procedures.

Main Responsibilities:

·  Customer Service
·  To be visible, professional, business-like and security-conscious in the execution of duties in order to make a favourable and positive impression
·  To support and co-ordinate all FM services to support the need for ‘ready for business' standards within EDF's premises.
·  To promote and manage customer expectations and relationships with customers and WPS contractors and suppliers.
·  To provide and manage building inductions and information – ‘the how, the where and what to expect' – including setting and maintaining the ‘house rules'.
·  To continuously review the ‘Customer Journey' to ensure that the Concierge and other members of the Facilities team are providing a professional and seamless visitor experience at all times.
·  To ensure that the appearance of the Reception area is reflective of the customer's quality expectations at all times.
·  To ensure Service Delivery meets contract requirements.
·  Assisting with staff queries both in person, by email or via telephone e.g. alterations to reservations etc.
·  To be the first point of call for Workplace Services (e.g. reactive Cleaning, Maintenance, Portering, Event Management etc.)
·  To respond to requests from our customers and visitors to the EDF offices.
·  Meeting Room management
·  To accurately process meeting room bookings as required, ensuring that all visitor names and resources such as catering and equipment are added to the bookings.
·  Regular inspections of meeting rooms throughout the day, ensuring a ‘ready for business' approach with a clean and business-like appearance at all times.
·  To ensure that case requests for all issues such as IT/AV, cleaning, heating, electrical, telephony are logged with the Helpdesk.
·  Prioritisation/movement of bookings when demand exceeds supply.
·  Ensure timely posting and removal of meeting room signage.

Performance Management:

·  To monitor and coordinate staff training, including H&S and disability awareness training.
·  Monitor WPS delivery to ensure standards are being delivered and maintained.
·  To ensure and promote EDF's space and clear desk policy.
·  To support delivery of WPS Key Performance Indicators being achieved and maintained beyond the minimum standard.

Safety, Health, Environment, Quality (SHEQ):

·  To adopt a consistent approach to undertaking daily ‘Setting to Work' procedures, ensuring that those carrying out work understand how the activities are to be carried out safely and effectively.
·  To be decisive about reporting incidents and handling security emergencies.
·  To welcome employees and visitors, respond to queries, register and process temporary badges, ensuring that only authorized personnel escort visitors.
·  To support environmental initiatives and best practice.
·  To adhere to WPS Policies and Procedures.
·  To be fully aware and competent of all SHEQ procedures at all times.

General:

·  To be responsible for stock control – i.e. cleaning supplies, stationery and other supplies.
·  To ensure all jobs are logged with the Helpdesk.
·  To supervise Office Support Services (e.g. printing and reprographics).
·  Maintain high levels of cleanliness in designated areas at all times.
·  To maintain a register of lockers and be responsible for their allocation when in WPS control.
·  Ensure efficient and timely communication across the team – i.e. VIP visits, special events, Landlord updates, changes to procedures, special arrangements for package deliveries/pick-up, out of order meeting rooms, scheduled maintenance works, Leavers and Starters.
·  Provide cover for Concierge/Reception, Post room during sickness and holidays, as well as ad-hoc cleaning for unplanned absences.

For more information about ENGIE please visit: http://www.engie.com/en/candidates-area/

·  Excellent organisational skills and the ability to work unsupervised
·  Reliable, flexible and adaptable
·  Ability to communicate professionally both verbally and in writing
·  Ability to multi-task
·  Self-starter and team-player
·  Positive, engaging approach
·  Customer and Client focused
·  Experience in complaint handling
·  Previous experience in a Corporate Reception, Helpdesk or Facilities role
·  Working knowledge of IT tools including MS Windows and Office, e-mail, calendar management, mailbox management, internet
·  Knowledge of Visitor Management and/or Helpdesk systems

For this role you must have evidence of right to work in the UK. There is no re-location package with this job role. Workplace Solutions do not discriminate on the grounds of age, gender, race, colour, religion, disability or sexual orientation, and we welcome applications from all sections of the community.

This job advert is supported by the Workplace Solutions Resourcing Team. Agency involvement is not required. All related enquiries must come to the resourcing team not direct to Workplace Solutions Managers.