Workplace Operations Specialist

About The Workshop

The Workshop is a dynamic tech company that develops intuitive software for the online gaming industry. Our mission is to empower our customers and their businesses by providing innovative solutions and services.

About the Role

The Workplace Specialist plays a crucial role in ensuring seamless operations and efficiency within the Company. This role demands strong attention to detail, adaptability in high-pressure situations, and the ability to manage multiple priorities simultaneously.

Key Responsibilities

• Serve as the main point of contact at the workplace reception, greeting and assisting all internal and external visitors in a courteous and professional manner.
• Answer all incoming phone calls and direct inquiries to the appropriate person.
• Issue access cards to new starters, visitors & contractors, in line with security restrictions, and keep the system up to date.
• Manage visitors process in line with Company protocols.
• Assist the People Team with the onboarding of new hires, i.e. conduct induction office tours, manage desk allocation.
• Ensure the reception area and meeting rooms are maintained in a clean, tidy, and secure condition.
• Responsible for ensuring refreshments in meeting rooms and stationery areas are stocked.
• Undertake regular/daily workplace inspections and take proactive action on any issues that may arise, communicating with the maintenance company on upkeep and maintenance issues.
• Oversee the daily operation of the facilities within the office, including maintenance and cleaning.
• Coordinate company building management issues and maintenance services, ensuring maintenance records are kept up to date, followed up, and reports filed onto the system.
• Responsible for the cleaning service personnel, supervise their daily activities and keep close communication with the Cleaning Company in terms of performance and extra hours and duties requests.
• Manage meeting room bookings, resolving conflicts of appointments.
• Order and coordinate catering requests.
• Create and maintain an electronic filing system for work transparency and efficiency.
• Responsible for mail duties, including distributing post/packages to staff, sending mail, booking local and international couriers, and ensuring correct procedures and tracking are maintained.
• Raise purchase orders and follow internal approval processes for payment, collaborating with the Finance team.
• Manage and document Workplace processes and procedures in collaboration with the global workplace team.
• Assist with other Workplace administrative duties and projects as required.

Requirements

• Solid experience in a front of House/ Reception capacity.
• Complete fluency in English, both written and spoken.
• Excellent communication and organizational skills.
• Ability to multitask and work under pressure to meet tight deadlines.
• Self-motivated, resourceful, and able to work with minimal supervision.
• Flexible, driven and team-oriented.
• Continuous Improvement and Agile mindset.
• Internet savvy and proficient in Microsoft Office applications.
• Well-presented and professional with a friendly and positive manner.