We are seeking a highly organised and detail-oriented Workplace Assistant.
As the first face our visitors see, youll be the heartbeat of our IL office. Youll be the person who greets guests with a warm smile, sets the tone for their experience, and brings positive energy to our team every day. With our office just getting off the ground, youll have the unique opportunity to help shape its culture, create a welcoming atmosphere, and make sure everyone - from clients to colleagues - feels right at home.
Youll work hand-in-hand with our EMEA Workplace Experience Manager and be part of our vibrant EMEA People Experience team - the crew that makes our offices buzz and our people smile.
Front Desk & Visitor Management
Greet and assist visitors,lack and emai notifying relevant team members upon arrival via internal communication tools such as Sls.
Oversee the entry and exit of staff, visitors, and deliveries.
Maintain the office area to ensure it is tidy and presentable at all times.
Coordinate visitor passes, access cards, and security sign-in procedures.
Office Support
Meeting room management.
Ensure our company property is secure and sensitive information is appropriately protected.
Keep snack areas well-stocked.
Manage the 10bis account to ensure employees receive daily lunch options within budget.
Support the Workplace Experience Manager with administrative tasks.
Assist in calculating and reporting office attendance.
Identify and implement creative ways to foster employee engagement, team-building, volunteering, and cultural celebrations within a cost-conscious budget.
Plan, coordinate, and set up for internal events and initiatives.
Assist the Workplace Experience Partner in maintaining full health and safety compliance within the office.
Assist with onboarding new staff members, helping them settle in smoothly and feel welcomed from day one.
Maintain relationship with Building Management and escalate employee requests when needed.
Requirements: Minimum qualifications
Were looking for someone who can bring warmth, energy, and a dash of organisation magic to our front desk. Were happy to chat with candidates who meet the minimum qualifications for this role. The preferred qualifications are great to have, but are not mandatory.
1-3 years experience in a customer-facing, administrative, or office support role (experience in a fast-growing company is a bonus, but not essential).
A friendly, professional manner and the ability to make everyone feel welcome
Good organisational skills and the ability to juggle a few tasks at once without breaking a sweat.
Clear and confident communication skills, both in person and in writing.
Comfortable using basic office tools (Slack, email eg G-Suite, calendars, spreadsheets) - tech-savviness is a plus.
A positive, can-do attitude and willingness to pitch in wherever needed.
Preferred qualifications (nice to have, but not must-haves)
Someone who enjoys helping people and making the workplace run smoothly.
A natural multitasker who can keep things moving without losing track of the details.
Happy working with people from all walks of life and different cultures.
Likes to take initiative - spotting what needs doing before anyone has to ask.
A knack for solving small problems quickly and calmly.
A bachelors degree or equivalent is a nice-to-have.
This position is open to all candidates.