Workplace Specialist

Who we are
The Workshop is a tech company that develops intuitive software for the online gaming industry. Our motto is to move “Fearlessly Forward” together. Cooperative innovation is at the center of everything we do – from our games, new products and technologies, to how we collaborate and share inspiration with one another.

Within The Workshop, Host Co. is a highly private, managed services and data centre hosting facility. We offer an array of different products and services including cloud, co-location, managed security and many other ‘as a’ services. Our business is made up of diverse, highly skilled people who enable our customers and their businesses by matching the right solutions to their technology needs.

Your mission

The Workplace Specialist serves as the initial point of contact for all office employees and visitors, 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. By providing a diverse range of services in a dynamic, fast-paced environment, the Workplace Specialist plays a crucial part in driving operational success.

Our goal is to create a workplace that is both safe and secure, fostering collaboration and independent work while providing a sense of pride and belonging among employees. This inclusive environment will enable us to achieve our objectives effectively and maintain a positive, productive work culture.

What you'll do

Workplace Reception

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.

New Hire & Visitors Support

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.

Workplace Maintenance and Upkeep

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.

Administrative Tasks

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.

Collaboration and Support

Collaborate regularly with other functional departments such as Desktop Support, Procurement, Finance, and People teams to ensure office alignment. Manage office services, such as travel, accommodation, transportation, and supplies. Collaborate with the Assets Manager creating a workplace inventory and keep track of any assets disposal.

Company Events

Oversee & organise company events and workshops, i.e. training sessions, dinners, summer and Christmas parties, Company celebrations, team building activities.

Health & Safety

Act as a First Aider and Fire Marshall for the workplace and ensure First Aid boxes are fully stocked and compliant.

Workplace Culture

Thrive in making the office a pleasant and inspiring place to work.

What you'll bring

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.

What's in it for you

A friendly, inclusive and multicultural environment. We are made up of over 35 nationalities and speak almost 30 languages. An attractive salary and personal growth opportunities. A sabbatical program, which offers the opportunity to take one period of six weeks (30 working days) paid leave every for 4 years of service at The Workshop. Private health insurance. Gym membership discount. Self-managed learning budget. Employee referral bonus programme. In-company English lessons at different levels with native teachers. The possibility of enjoying your holiday period before completing the first year with us. The opportunity to take up to three paid volunteering days each year. A range of events throughout the year, including Learning Labs, Hackathons and Designathons.

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