Workplace Services are dedicated to
delivering an exceptional and consistent customer centric service through innovative and
sustainable solutions. We have a drive for continuous improvement to
ensure the services that we deliver align to the needs of our customers.
The Role
To carry out a range of office service
style tasks in support of core Clyde & Co business. Job holders will be required to
undertake a range of routine procedures and use associated tools and equipment. Some
personal initiative will be required.
Working closely and collaboratively with
the Property & Facilities Management, Workplace Services and
Legal Support teams to deliver a range of client, administrative and
team associated services to ensure exceptional client service, both
externally and internally.
Able to manage shifting priorities whilst
maintaining impeccable customer service, the role is focused on
providing an exceptional customer journey. Being professional at all
times, meeting targets and supporting the office is part of the
day-to-day activity.
Remaining calm under pressure you will
approach demanding situations in an accommodating and diplomatic
matter. A self-motivated individual will support their colleagues to
deliver seamless customer service and exceed targets.
Key Responsibilities
Proactively assist with the delivery of
professional and efficient support services to the office,including but not exclusive to:
Play a leading role as an ambassador of
Workplace Services and FM
Assisting in the day-to-day coordination
of office services to include reception, hospitality, switchboard
queries, staff welfare, office maintenance, partner support
Oversee the reception, meeting rooms and
communal areas to ensure high standards are maintained
Ensure the safety and security of
visitors and staff including understanding the first aid policies
and procedures reporting any incidents as appropriate
Provision and control of security access
passes in conjunction with the security provider
Manage and coordinate meeting room
requests as per the booking information provided on Condeco,
ensuring layout, functionality, equipment, and catering is
provided as requested
Proactively manage stock levels relating
to stationery, refreshments, and catering to ensure adequate
stocks and in line with budgets
Undertake general administrative tasks
as part of our central administration team, to support the wider
needs of the business/partners including the monitoring and
actioning of central mailboxes.
Support the Property & Facilities
team acting as point of contact for any reactive or scheduled
maintenance activity
Be proactive in logging jobs with the
Property & Facilities Helpdesk, following through to
resolution, ensuring end users are kept updated
Responsible for issuing purchase orders
and the authorisation of invoices within areas of responsibility
and in line with budgets
Responsible for coordinating activities
on site for new starters ensuring they have the necessary IT and
workplace equipment, liaising with the relevant departments as
required. Coordinate activities for leavers ensuring all company
assets are returned
Support with any queries relating to
direct deliveries
Customer Service
Provide an excellent service to clients
to be recognised as a "go to" person
Assist with day-to-day issues and offer
assistance and solutions wherever possible, consistently, and
appropriately update service users on progress where appropriate
Act as a point of contact and interface
between facilities, workplace services and legal support as well
as other internal departments eg. IT, Finance
Seek opportunities to collaborate with
the wider teams to enhance the client experience
Work with the wider team to ensure
delivery of agreed KPI's appropriate to the business
Demonstrate flexibility in supporting
clients and assisting the wider team as required
Communication
Communicate regularly with the Property
& Facilities Management, Workplace Services and Legal Support
Managers and staff at all levels to ensure exceptional service.
Essential Skills & Experience
A competent knowledge of Health and
Safety process and procedures
Professional, with a positive "can
do" ethos willing to go the extra mile to deliver exceptional service
Strong technical skills with the ability
to utilise electronic systems and packages to effectively manage
day to day tasks to increase efficiencies
Demonstrates a willingness to make
suggestions in support of a continuous improvement culture
Effectively manages time with the
ability to prioritise workload to meet changing needs
Ability to work independently in a
high-pressure environment
A strong team player with a high degree
of initiative and self confidence who understands the need to work
collaboratively to deliver services for the benefit of the team/firm
Strong attention to detail with the
ability to work to tight deadlines, planning and prioritising
workload to achieve service delivery
Excellent verbal and written
communication skills with the ability to build and maintain
constructive and supportive relationships
Takes ownership to actively develop
knowledge and skills, demonstrating a willingness to broaden
experience to ensure service delivery
Proficient in the use of Microsoft suite packages
Strong oral and written communication skills
Business Services Competencies
Clyde & Co is committed to providing
extensive, personal and professional development opportunities for
our people enabling them to be highly effective in their current
role as well as assisting them to fulfil their career aspirations.
The competencies are used to inform all
aspects of Business Services career development. They vary across
levels and different business areas and fall under the following areas:
Technical Excellence
People and Team
Client/Stakeholder Relationships
Service Delivery and Commercial Awareness
Personal Effectiveness
This is the job description as constituted
at present; however, the Firm reserves the right to reasonably amend
it in accordance with the changing needs of the business.
