Workplace Assistant

Dentsu; Manchester; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading global marketing agency in Manchester is looking for a Facilities Coordinator to support front of house services and client hospitality. You'll manage visitor bookings, ensure meeting rooms are ready, and maintain compliance with health and safety standards. The ideal candidate has over 3 years of experience in reception, hospitality, or concierge services and possesses strong customer service and administrative skills. Join a dynamic team dedicated to excellence in service delivery.

Qualifications

• Minimum of 3 years experience in front of house, reception, or concierge services.
• Professional presentation and a flexible approach to work.
• Experience working in the creative media or technology sector.

Responsibilities

• Support the Workplace Coordinator with data reporting.
• Manage client visits and meeting room bookings effectively.
• Assist in maintaining a safe environment and health and safety compliance.

Skills

Customer service skills

Administrative skills with close attention to detail

IT skills and understanding of Outlook

Confident and trustworthy

Tools

Condeco or equivalent booking systems

Job description

* Supporting the Workplace Co-ordinator and requirement for data reporting, e.g., Condecco, Switchboard, visitors, meeting and event bookings* Aligning first line and security standards* Being the voice of our business, connecting client calls to the correct individuals in a professional and efficient manner, assisting with any enquiries whilst adhering to company policies.**Key responsibilities: - Back of House services:*** Assisting with reporting and managing maintenance issues on a proactive basis. This will include building relationships and liaising with the relevant 3rd party service teams (engineering, cleaning, pest control, etc.)* Assist in the maintenance of a safe environment for employees and visitors by having regard for all Health and Safety Policy/Procedures. This will include acting as a DSE assessor, Fire Marshall, and First Aider.* To support the Facilities team in maintaining a high level of health and safety for the office in line with externally accredited H&S management systems. This will include supporting the dentsu approach to risk assessment, directing DSE/new and expectant mothers’ assessments to the appropriate links, H&S checks/floor walks, reporting on hazards, accidents/near misses, and any other H&S issues.* To play a key role in supporting dentsu agile working practices e.g., assisting lockers allocation, resetting of access.* To play a key part in supporting the wider facilities team**Client Hospitality:*** Working with stakeholders to ensure meeting rooms and facilities are presentable and in working order for the client's requirements.* Responsible for supporting the business in maximising the efficiencies of Front of House services.* Working with internal stakeholders and clients to support the hospitality delivery model , ensuring orders are placed in advance and proportionate to the numbers attending.* Managing client visits and meeting room bookings to minimise client conflict is an important part of this role and the success of our business.* Data reporting to enable and support the future hospitality provision in the future**Other service responsibilities:*** Providing concierge services where necessary to our clients, visitors and our people with a focus on exceeding expectations.* Supporting internal or external events being involved in the preparation and implementation within our offices.* To act as an extension of the Facilities function ensuring policies and procedures are followed to provide a safe and secure working environment for our people and our visitors.* Representing the business as a First Aider, Fire Marshall and DSE assessor.* To monitor the working environment and log helpdesk calls where necessary for swift resolution.* Becoming multi skilled to improve function resilience**Candidate Profile** **- Essential:*** **-*** Personal qualities: Confident, Trustworthy (Discretion and confidentiality), Reliable.* Professionally presented and well mannered.* Attentive to client/customer service needs.* Enthusiasm for working with people and a flexible approach to work is essential.**Desirable:*** Previous knowledge and use of Condeco or equivalent room booking and desk booking systems.* Experience working as part of a wider Facilities team. Work experience, likely former jobs:A minimum of 3 years experience from a background in front of house, reception, hospitality, concierge services from either a corporate background, hotel, high end retail or similar.Specific technical/professional skills & experience: -Administrative skills with close attention to detail. Customer service skills. IT skills and a good understanding of Outlook. Specific technical/professional skills & experience: - Experience in working on multiple Reception/Front of House service desk. Work experience, likely former jobs: - Experience working in the creative media or technology sector.