Workplace Services Officer

Buzzacott; Greater London; On-site; GBP 25,000 - 32,000; Full time

Job summary

Buzzacott is seeking a proactive Office Operations candidate to join the Workplace Services team in our London office. You will share responsibilities across facilities, mail handling, event setup, and contractor coordination, ensuring a smooth and welcoming workplace for ~600 colleagues.

You will develop in customer service, administration, and general workplace operations while supporting H&S practices and GDPR-aligned archiving. A collaborative and service‑minded approach is essential.

Qualifications

• Excellent organisation and multitasking in a fast-paced office
• Courteous, client-focused support to colleagues and visitors
• Strong attention to detail in mail handling, events, and admin duties
• Effective written and verbal communication, with professional phone manner

Responsibilities

• Assist in managing facilities and projects as part of a small team
• Own tickets in the ticketing system and coordinate actions for timely resolution
• Oversee office maintenance and learn MEP aspects of the building
• Apply H&S considerations to daily tasks and weekly checks
• Prepare meeting rooms and event spaces to specification and keep areas tidy
• Handle mail, deliveries, and parcel sign-off; manage international post where needed

Skills

Excellent organisation

Courteous, solution-oriented support

Attention to detail

Excellent communication skills

Outlook

Word

Excel

Team collaboration

Tools

Ticketing system

Job description

Team Overview

This role sits within the Workplace Services function of our Professional Support team, a people-focused and service-driven team responsible for ensuring our London office environment meets the needs of our c.600 colleagues. From managing facilities and services to overseeing key supplier relationships, the team ensures our workplace is safe, efficient, and welcoming.

Role Overview

We’re looking for someone who is eager to learn and grow, with aspirations for a career in an operational role. You’ll gain exposure to a wide range of responsibilities, including internal communications and our environmental initiatives, while developing valuable skills in customer service, administration, and general workplace operations.

This opportunity is ideal for someone who is both approachable and service-oriented, with a natural enthusiasm for helping others and creating a positive workplace experience.

What You’ll Be Doing

You will be one of three core members of the team. Responsibilities will be shared, with certain duties carried out on a rotational basis to ensure balanced workloads, flexibility, and knowledge sharing.

• Support the team in managing the facilities and projects
• Managing tickets via our ticketing system by taking ownership of tickets, coordinating, and arranging the appropriate actions to ensure timely resolution
• Overseeing office maintenance and repairs. This will require you to learn and understand about the building and some of the MEP aspects
• Understand the H&S side of this role and incorporate it into daily tasks and weekly H&S checks
• Carry out morning floor walks to identify any facilities issues, resolving minor items directly and raising tickets for further action where required
• Working with contractors to ensure they receive the site induction, that all works are done – planned and reactive
• Foster cooperative and professional relationships with internal colleagues, external suppliers, couriers, and service providers to ensure effective communication and service delivery
• Actively support the team in maintaining a clean, well-presented, and welcoming office environment, taking pride in the workplace and encouraging high standards
• Manage archiving tasks in accordance with internal procedures and GDPR guidelines, supporting the secure storage and destruction of records
• Prepare meeting rooms and event spaces according to specific requirements, ensuring all equipment, furniture, and materials are in place and the environment is clean, professional, and ready for use
• Handle all incoming and outgoing mail and deliveries efficiently
• Sign for parcels, packages, and courier items, ensuring prompt notification or delivery to recipients
• Frank outgoing mail and manage international post by logging details online and notifying team administrators of tracking numbers
• Take responsibility for keeping the mailroom clean, tidy, and well-organised to support smooth daily operations and a professional appearance
• Order consumables and maintain account balances for the franking machine to ensure uninterrupted service

What We’re Looking For

• Excellent organisation skills, with the ability to manage multiple tasks in a fast-paced setting without compromising quality
• Provide courteous, solution-oriented support to colleagues and visitors
• Good attention to detail, by maintaining accuracy across mail handling, events, and administrative duties
• Excellent communication skills, demonstrating professional written and verbal skills, confident phone manner, and respectful engagement with team members at all levels
• Skilled in Outlook, Word, and Excel (intermediate), using digital tools to streamline operations
• Experience in a professional services or corporate office environment, with post room or facilities support is desirable
• Experience in building and/or facilities management as well a knowledge of Health & Safety is desirable.

What You’ll Bring

• Approachable & supportive, creating a welcoming atmosphere and offer help readily
• Collaborate and work well in a team, sharing knowledge to support collective goals
• Take ownership of tasks, meeting deadlines, and deliver consistently
• Provide a discreet service by handling sensitive information with integrity and confidentiality
• Ability to adapt to the changing demands of the business
• Able to embrace change with ease and provide flexible support across different areas as needed.

Why Buzzacott?

We’re big enough to provide deep expertise across a wide range of specialisms, but small enough to value meaningful personal connections — with clients and colleagues alike. You’ll work alongside experienced professionals who will support your continued development, while you contribute to shaping the growth of both our team and our clients.

At Buzzacott, we’re committed to equal opportunities and ensuring all employment decisions are fair, objective, and based on merit.

• Rewards & Benefits - Buzzacott