Workplace Assistant

Buro Happold; Greater London; On-site; GBP 22,000 - 26,000; Full time

Job summary

Buro Happold in London is seeking a dedicated Workplace Assistant to support the day-to-day running of the London office. You will help the Office Operations team deliver a friendly and professional service to colleagues and visitors, covering facilities, catering, reception and general office support.

This 12-month fixed-term contract is based from our London office and requires a proactive, well-organised candidate with strong customer service skills and the ability to prioritise tasks in a

Qualifications

• Basic to intermediate customer-facing skills including reception duties.
• Awareness of Health & Safety in an office or workplace environment.
• Willingness to complete any required training for safe and effective operation.
• Strong time management and ability to prioritise competing tasks.
• Proactive and service-focused with a collaborative mindset.

Responsibilities

• Conduct daily inspections of facilities and ensure cleanliness and safety of spaces.
• Support facilities, catering, reception and general office tasks.
• Respond to day-to-day queries and escalate requests per processes.
• Log service calls and assist with contractor visits as required.
• Assist with logistics, deliveries, and room setups for events.

Skills

Front of house

Facilities management

Customer service

Health & safety awareness

Time management

Education

Level 2 Food Hygiene

Tools

Microsoft 365

Job description

The following content displays a map of the jobs location - London

Job Reference burohappold/TP/237537/2559

Number of Positions:

1

Contract Type:

Fixed Term Contract

Competitive

Working Hours:

37.5

Location:

London

Closing Date:

23/10/2026

Job Category:

Business Support

Business Unit:

UK+

Office Facilities

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.

The role covers a mix of facilities, catering, reception and general office support, including routine checks, room and refreshment support, contractor visits, deliveries, housekeeping and responding to day-to-day queries.

Key Responsibilities

Facilities

• Conduct daily inspections
• Check cleanliness and functionality of floors, meeting rooms and FM storeroom
• Health & Safety hazards, restock essentials and elevate maintenance needs
• Support 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
• 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 & Experience

• 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 escalation 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.