Workplace Assistant

Buro Happold Limited; Greater London; On-site; GBP 23,000 - 26,000; Full time

Job summary

Buro Happold Limited in London is seeking a Workplace Assistant to support the day-to-day running of the London office and help the Office Operations team maintain a consistent, professional and welcoming service for colleagues and visitors.

This is a 12-month fixed-term contract based at our London office, offering exposure to facilities, front-of-house, catering and health & safety tasks, with training provided and opportunities to develop within a renowned engineering consultancy.

Qualifications

• Level 2 Food Hygiene qualification, or willingness to complete this training.
• Basic understanding of health and safety in an office environment, with training provided.
• Willingness to complete any additional training needed to support the role safely and effectively.
• Previous experience in an office, workplace, facilities or customer-facing support role would be beneficial.

Responsibilities

• Support day-to-day facilities requests, including monitoring the helpdesk inbox and responding to routine queries.
• Conduct daily facilities checks, upkeep of meeting rooms, PPE stock and hygiene practices.
• Assist with catering operations, room setups and inventory management for meetings and events.
• Provide ad-hoc front of house coverage and greet visitors to maintain a welcoming experience.

Skills

Food Hygiene Level 2

Health & Safety

Office software

Customer service

Tools

MS 365

Job description

Are you looking to start your career as a Workplace Assistant? Build your skills and grow with Buro Happold.This is a 12 month FTC and will be based from our London office.

We require a Workplace Assistant to support the day-to-day running of the London office and to help the Office Operations team maintain a consistent, professional and welcoming service for colleagues and visitors.

Key Responsibilities

• FacilitiesConduct daily inspectionsCheck cleanliness and functionality of floors, meeting rooms and FM storeroomHealth & Safety hazards, restock essentials and escalated maintenance needsSupport day-to-day locker and PPE processes Issue and track locker access requests and resolve user queries Maintain PPE stock levels, loan equipment and order replacements Monitor equipment and safety supplies Monitor printer/plotter consumables and refill as required Check and restock First Aid kits, inspect AEDs on schedule Carry out routine Health & Safety checks and record keeping Log fridge temperatures, trolley and water checks, smoke curtain tests Update H&S checklists, report near-misses and recommend housekeeping improvements Support facilities and maintenance requests and contractor visits Log service calls in CAFM system, support maintenance requests and assist with contractor visits as required.
• Support day-to-day facilities requests, including monitoring the helpdesk inbox, responding to routine queries and escalating requests in line with agreed processes.
• Support logistics Assist with relocation of large deliveries Report building faults to the Facilities Coordinator/ Workplace Manager
• Catering Maintain refreshment stations Restock tea points, coffee machines and the smart fridge; perform scheduled cleans Conduct weekly inventory audits and trigger replenishment orders Support deliveries and inventory management Receive, inspect and label all catering deliveries against orders Store items correctly and update centralized inventory records Support day-to-day catering operations Coordinate room setups, pack-downs and shared calendar updates Liaise with suppliers and follow agreed compliance processes Place and track orders, and help coordinate delivery arrangements Perform daily checks on fridge temps and hygiene, escalating issues promptly Support catering operations, events and cover arrangements Execute food and beverage setups for meetings and events to presentation standards. Provide cover for the Catering Coordinator during absences to support day-to-day catering requests, including monitoring the catering inbox, processing routine orders and escalating requests in line with agreed processes.
• Front of House Provide ad-hoc reception coverage Greet visitors, handle queries and ensure a professional, welcoming experience

Skills & ExperienceLevel

• Level 2 Food Hygiene qualification, or willingness to complete this training.
• Basic understanding of food safety, allergens and safe working practices, with training provided where required.
• Awareness of Health & Safety in an office or workplace environment, with role-specific training provided.
• Willingness to complete any additional training needed to support the role safely and effectively.
• Previous experience in an office, workplace, facilities or customer-facing support role would be beneficial
• Positive, proactive and service-focused, with a clear commitment to supporting colleagues and visitors
• Professional, confident and collaborative, with the ability to build strong working relationships across teams
• Well organised, with strong time management skills and the ability to prioritise competing tasks
• Self-motivated and able to work independently, using initiative to resolve issues or elevate where needed
• Adaptable and resilient, with the flexibility to respond to changing workloads, priorities and office demands
• Confident using Microsoft 365 tools, including Outlook, Excel, Word, Teams and SharePoint

A place for everyone

Buro Happold values an individual's flexible approaches to working patterns as an important part of how you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.

Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive. We are working to change the lack of representation of marginalised groups in the built environment. We are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.