Facilities Assistant - Ipsos UK : Job Details

Role overview

The Facilities Assistant is an ambassador for the Ipsos brand, working closely with the reception and wider facilities team you will be the first point of contact for clients and visitors and shaping their initial impression of the company.

The Facilities Assistant creates a welcoming professional atmosphere going above and beyond to meet the needs of clients and visitors leaving a lasting and positive impression.

This role is based in our St Katherine's Dock office (London E1W ) Monday - Friday, 5 days a week. Shifts are 7am - 3pm and 8am - 4pm depending on business needs.

What will I be doing?

• Creating a welcoming and professional atmosphere that reflects Ipsos's brand values.
• Ensuring the smooth operations of all meeting rooms including the hospitality rooms.
• Supporting the team to manage and deliver an efficient and presentable environment, handling enquiries and requests effectively, and ensuring a seamless experience for clients and staff.
• Manage and maintain meeting room audio visual equipment, reporting faulty technology to the Facilities Manager.
• Supporting the receptionist and wider facilities team, fostering a positive and productive work environment.
• Management and delivery of catering to clients as required and throughout the day.
• Assisting the facilities manager with day one induction including health and safety tours and photo ID for new staff
• Assist the Facilities Manager with Building maintenance services especially in times of absence
• Preparing monthly staff attendance statistics
• Supporting the wider facilities team to maintain a good standard of health and safety reporting data.
• Liaising with the Facilities Manager to resolve issues with faulty hard services including equipment and cable management in meeting rooms and in the open plan offices
• Providing support to the team during busy times e.g. holidays and absences
• Providing support to the marketing team management of the UK Info e-mail box
• Providing support to the facilities Manager, reporting any building faults requiring specialist maintenance intervention and on-going maintenance
• Distribution of milk delivery and early morning catering.
• General ad-hoc administration

What do I need to bring with me?

• You will be a smart and well-presented professional with experience working in a client facing busy organisation
• Strong business and commercial acumen - demonstrate an understanding of the business as a whole and understand how your role supports that
• Professional attitude and welcoming manner
• Self-motivated, ability to work alone and as part of a team to achieve deadlines and the ability to prioritise tasks and managing client expectations effectively
• Experience in prioritizing workload and attention to detail
• Experience supporting clients to set up hybrid meetings using Jabra, Owl and other technologies desirable
• Client focused with excellent communication skills
• Ability to listen effectively and ask questions to ensure you understand what is required and why
• Ability to problem solve and adapt in a dynamic work environment
• Willing to adapt your own schedule to fit with business requirement
• Excellent written and spoken communication skills
• Strong MS Office skills including Microsoft teams meetings
• A good understanding of Health and Safety in the workplace desirable
• A level Maths & English is a minimum requirement
• First Aid or other Health and Safety qualification desirable

What is in it for me?

Ipsos UK offer an attractive basic salary and a rewards package including 25 days annual leave, a pension scheme and a great range of flexible benefits to suit your personal needs. For roles at Research Manager level and above we also offer private healthcare.

In addition to this we have a fantastic Learning & Development offer delivered through a mix of face to face, online or on-demand.

We realise you may have commitments outside of work and will consider flexible working applications - please highlight what you are looking for when you make your application.

Ipsos is committed to equality, treating people fairly, promoting a positive and inclusive working environment and ensuring we have diversity of people and views. We also recognise that this is important for our business success - a more diverse workforce will enable us to better reflect and understand the world we research and ultimately deliver better research and insight to our clients.