Senior Associate – Client and Workplace Experience (London)
Who are we looking for?
Our client’s London office is quickly becoming a central hub for the group. where Executives travel to from Global offices for client meetings. Whilst hosting travelling Executives will be an important task for Client & Workplace Experience (London), their primary role will be to ensure an excellent client and workplace experience is had and ensure the smooth running of the office. In addition, this role also requires a Health and Safety Lead that will report into the Head of Office Management to ensure all locations are compliant with relevant Health & Safety legislation.
What is your role and your responsibilities?
Client experience
- To handle reception duties to include welcoming clients and visitors into the office
- To act as the “face of the company” with a smile, can-do attitude, and neat and professional presentation representing our values; togetherness, thoughtfulness, discipline, tenacity and bounce
- Handle incoming phone calls in a professional manner with a consistent professional greeting
- Organising couriers and taxis for client or Executives need while keeping a log and reconciliation of same
- Set up boardroom for external meetings and clear up afterwards, make tea / coffee for visitors
- If applicable, when documents are submitted for Directors to sign, print, arrange for signing and distribution as requested and save for ratification
- Assist with conference planning on an ad hoc basis
- Managing incoming and outgoing post
- Cover info email address alongside global Client Experience team
- Maintain upkeep of kitchen and reception areas
- General administration and filing
- Check the IT systems are working in boardrooms
- Deck binding and shredding before and after meetings
- Managing meeting room calendars
- Organise catering for client or staff meetings through relevant approval
- Present catering in line with our global standards
Workplace experience
- To actively engage with employees to be a driver and role model of Company culture and values: togetherness, thoughtfulness, tenacity, discipline, and bounce
- To be agile and responsive to employee requests with a can-do attitude remembering employees are our clients
- Ensure the office is tidy at all times and employees are compliant with clear desk policy
- Oversee neighbourhoods collaboratively whilst remaining flexible to ensure everyone has a desk
- Ensure positive working relationship with suppliers and 3rd party facilities teams
- To manage the working relationship with the building management
- To communicate effectively between colleagues based in the London Office, and the company’s IT and Workplace teams.
- Manage supplies, printer, ink, paper, kitchen equipment, recycling, etc. with a controlled budget
- Source providers and ensure archiving is kept up to date in London
- Responsible for coordinating contractors - cleaners, plant providers and hygiene providers locally
- Ensure consistent Workplace experience offering Globally through collaboration
- Ensure fruit, tea, coffee is always stocked
- Support on any client experience needs when requested (as a priority in line with the company’s client centric values)
Health and Safety lead
- Oversight of Global visitor management systems (e.g. Envoy) and access control systems (e.g. Kisi)
- Ensure all locations are compliant with relevant Health and Safety legislation
- Arrange training for first aiders, fire marshals etc.
- Collaborate with HR on Health and Safety policies and implementation Globally
What Competencies do you require?
Teamwork (Team player)
Develops relationships within and across teams, working collaboratively to resolve potential challenges quickly.
Effective Communication
Communicates effectively, engaging with others in a warm and professional manner
Planning and Organising
Organises and plans work effectively, ensuring delivery to quality and timescales in the short and longer term
Analytical (Attention to detail)
Analyses and understands relevant and complex information and data to draw appropriate insights.
Adaptability
Adapts approach and responds effectively to different situations, people and new opportunities
Drive and Motivation
Highly motivated and driven, able to focus on what needs to be achieved and enthuses others to do this.
Client-centric focus
Motivated by customer-facing environments, understanding their needs, and providing a good service.
Learning Mindset
Curiosity to learn and understand key factors, new techniques or technologies affecting their work.
Pay: £44,292.19-£80,580.50 per year
Ability to commute/relocate:
- London EC2N 2AX: reliably commute or plan to relocate before starting work (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
