administrative assistant London, England
Jupiter Asset Management
Full Time
London, England
33363 - 30363 GBP ANNUAL Today
Job description
The Value of Active Minds
About Jupiter
Jupiter is one of the UK’s leading investment management companies with just over 500 employees and £50.8 billion worth of assets under management (as at 31st March 2023).
Jupiter provides investment services to individual and institutional investors through mutual funds (UK unit trusts, Luxembourg SICAVs and Dublin OEICs), separately managed accounts and sub-advised funds. Jupiter has experienced a period of international growth with offices open in EMEA, APAC and the US.
The majority of our employees are based in our London office located just minutes from Victoria station which provides stair-free access from both the Underground’s Victoria line and National Rail platforms, as well as limited road crossings to the Jupiter office. Our London office was designed to encourage employees to live active, healthy lives with floor-to-ceiling windows that allow for greater natural light and the benefit of a private balcony, table tennis room, cycle storage and on-site shower and locker facilities. The short distance to Green Park and St James' Park also provides employees with a natural space to relax during their lunch break and a healthy alternative to office-based meetings.
We offer our UK employees a 3-2 hybrid working arrangement where Tuesdays, Thursdays and a third day of your choice are worked from the office. The other two days may be worked from home. This facilitates collaboration and allows employees to maximise productivity whilst maintaining a healthy work/life balance.
Background
The role is within the Facilities team reporting to the Head of Facilities.
The role supports the team to deliver a consistent, pro-active, best in class service to the business across a variety of service streams.
Key Responsibilities
Reception responsibilities including:
- Manage the reception services to a high standard ensuring clients and visitors are greeted professionally and their Jupiter experience is truly memorable.
- Support the rest of the team in delivering the high standards expected and provide a best-in-class service.
- Deliver a highly personalized service, ensuring visitors feel valued upon arrival and promptly contact hosts.
- Assist employees with enquiries regarding reception, hospitality and facilities services – including assisting PA, Secretaries and the Events team with events planning.
- Order stationery, flowers, taxis and couriers, maintaining a database of expenditures and bookings.
- Process Facilities invoices on FA.
- Ensure the information contained in the reception ‘play book’ is correct and relevant.
- Keep the reception area tidy and suggest improvements and enhancements.
- Answer telephone calls promptly and politely, ensuring all calls are dealt with professionally. Transfer of all internal telephone calls to the relevant individuals – screened where requested (CEO and CEO’s PA etc)
- Take ownership of changes or faults on the switch, escalating as required.
- Accurately book and manage the meeting rooms (Manhattan and Outlook) arranging hospitality and IT set ups as required. Liaise with PA’s regarding any specific dietary requirements or preferences.
- Liaise with the building reception team, providing visitor names and arrival details.
- Liaise with hospitality staff to arrange catering as necessary, including late notice requests.
Administration / Facilities responsibilities including:
- Assist the Facilities team with ad-hoc tasks.
- Allocate and maintain accurate staff locker list.
- Key ordering and general Facilities administrative tasks.
- Log facilities calls with the Landsec Facilities helpdesk.
- Conduct Health and Safety building tours for all new starters and providing new staff with the company welcome packs
- Carry out DSE assessments for new staff, expectant mothers and when a substantial change to the employee’s environment (i.e. desk move). Work with the wider Facilities team to ensure any issues are followed up and resolved.
- Perform regular H&S walks of the floors, escalating issues to the Facilities Co-ordinators as required.
- Certify that all first aid boxes are fully stocked and contents in date.
- Maintain the First Aiders and Fire Wardens notices, making sure names are relevant and any qualifications are up to date.
- Support incoming and outgoing post and courier service with ownership of service during busy periods / absence
- General cleanliness and order of office areas
- Basic first line meeting room IT support (making a video call, connecting laptop to screen, connecting to wifi etc)
- Facilities sharepoint site – oversee, administer, update and develop
Desired Skills / Experience
- 5* service experience (Hotel, Cabin Crew) preferred
- Reception experience in a similar environment
- Office / Facilities management
- Health & Safety qualification preferred, although training will be provided
- Communication skills – role will involve significant engagement with ExCo, Board and clients
- Organisational skills – self-starter and able to work autonomously
- IT skills – inc experience of working with room booking and MS systems
- ‘Best in class’ mentality and passion for continuous improvement
Additional Role Details
- This role is subject to the Conduct Rules set by the FCA.
Don’t meet every requirement? At Jupiter we are dedicated to building a diverse and inclusive workplace, so if you are interested in this role, but don’t think your experience aligns perfectly with every listed requirement in the job description, we would encourage you to apply. You may be the right person for this role.
