Workplace Assistant

Buro Happold Engineer India Private Limited; Greater London; On-site; GBP 22,000 - 26,000; Full time

Benefits offered by this job

12-month FTC

Job summary

Buro Happold is hiring a Workplace Assistant to support the London office and Office Operations team. The role covers facilities, catering, and front-of-house duties to ensure a professional, welcoming environment for colleagues and visitors.

You'll perform routine checks, manage queries, assist with catering and deliveries, and help maintain health and safety standards. This is a 12-month fixed-term contract based in London.

Qualifications

• Level 2 Food Hygiene qualification or willingness to complete this training.
• Basic understanding of food safety, allergens and safe working practices.
• Awareness of Health & Safety in an office environment with role-specific training.
• Willingness to undertake additional training to support the role safely.
• Previous experience in an office, workplace, facilities or customer-facing role would be beneficial.
• Positive, proactive and service-focused with the ability to support colleagues and visitors.

Responsibilities

• Support day-to-day facilities requests and helpdesk inbox responses.
• Conduct daily facilities checks and maintain safe, welcoming spaces.
• Assist with catering operations, room setups and visitor logistics.
• Log service calls in the CAFM system and support contractor visits as needed.
• Provide ad-hoc reception coverage and greet visitors professionally.

Skills

Food Hygiene Level 2

Food safety basics

Health & Safety awareness

Customer-facing support

Microsoft 365 proficiency

Tools

CAFM system

Outlook

Excel

Word

Teams

SharePoint

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.

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
• 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 & 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 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.

Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact [e-mail] so we can work with you to support you throughout your application.