Workplace Assistant

Job Description

Dentsu is an exciting, creative and dynamic global media agency based in Manchester at Bonded Warehouse. Our offices offer a lively and welcoming place to work with our people being at the forefront of what we do. Dentsu provide solid foundations for building a professional career in an exciting company where people are encouraged to learn, develop new skills and progress their careers.

The Facilities function continues to evolve and remains committed to be the best in class by unifying its delivery model across the UK & Ireland market and evidencing those practices globally.

We are looking for someone special to become a vital part of our Front of House team supporting and enhancing the client experience. As a Workplace Assistant for dentsu you are the face and voice of our business playing an integral role ensuring that our visitors and people are looked after pleasantly and efficiently, experiencing an exceptional visit every time.

Working as part of a highly skilled and collaborative team, each Workplace Assistant should seek to deliver an exceptional service whilst using innovation to proactively multi-task in a vibrant and exciting environment.

• Working as a key part of a highly skilled facilities team, supporting the business to ensure a smooth and efficient client & colleague journey from arrival, during their visit and through to their departure.

• To work across multiple office spaces, maintaining a professional and welcoming environment for all visitors.

• To take responsibility for the presentation of the floor, Front of House facilities, meeting spaces and services, where necessary liaising with the wider Facilities function to ensure our services are of a suitable standard and looking for improvements in how we work.

• Supporting the Workplace Co-ordinator and requirement for data reporting, e.g., Condecco, Switchboard, visitors, meeting and event bookings

• Aligning first line and security standards

• Being the voice of our business, connecting client calls to the correct individuals in a professional and efficient manner, assisting with any enquiries whilst adhering to company policies.

• Assisting with reporting and managing maintenance issues on a proactive basis. This will include building relationships and liaising with the relevant 3rd party service teams (engineering, cleaning, pest control, etc.)

• Assist in the maintenance of a safe environment for employees and visitors by having regard for all Health and Safety Policy/Procedures. This will include acting as a DSE assessor, Fire Marshall, and First Aider.

• To support the Facilities team in maintaining a high level of health and safety for the office in line with externally accredited H&S management systems. This will include supporting the dentsu approach to risk assessment, directing DSE/new and expectant mothers' assessments to the appropriate links, H&S checks/floor walks, reporting on hazards, accidents/near misses, and any other H&S issues.

• To play a key role in supporting dentsu agile working practices e.g., assisting lockers allocation, resetting of access.

• To play a key part in supporting the wider facilities team

• Working with stakeholders to ensure meeting rooms and facilities are presentable and in working order for the client's requirements.

• Responsible for supporting the business in maximising the efficiencies of Front of House services.

• Working with internal stakeholders and clients to support the hospitality delivery model , ensuring orders are placed in advance and proportionate to the numbers attending.

• Managing client visits and meeting room bookings to minimise client conflict is an important part of this role and the success of our business.

• Data reporting to enable and support the future hospitality provision in the future

• Providing concierge services where necessary to our clients, visitors and our people with a focus on exceeding expectations.

• Supporting internal or external events being involved in the preparation and implementation within our offices.

• To act as an…