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Job description

Purpose of role

To deliver Support Services for CBRE as part of our clients Workspace Team at their new office in Leeds. The delivery of service must meet / excel our customer’s expectations based on the contractual Service Level Agreements and ensuring Health and Safety compliance at all times.

To assist the Support Services Team Manager in the smooth running of support services across the floors and ensuring the correct coverage is in place (filling in when applicable). Operate as part of the “One Team” culture across all service lines, supporting when able and required in their service delivery. Create and update standard operating procedures and ensure that they are clearly communicated to all relevant parties.

To fully engage with CBRE’s RISE values (Respect, Integrity, Service, Excellence) and demonstrate them consistently throughout their work.

Main duties:

Post, Couriers, Deliveries, Stationery

· Manage all incoming and outgoing mail.

· To deliver / collect mail from floor collection points.

· Book couriers as and when required by staff.

· Retrieve deliveries and arrange collection from the ground floor loading bay entrance.

· Ensure that that any issues that may impact delivery and collection times are communicated to key staff (roadworks, protests, traffic accidents etc).

· Ensure that service failures or critical issues are escalated to the Support Services Manager.

· Always keep all stationery points adequately stocked with key items and order items as and when required to ensure that sufficient stock is always on site.

· Record and compile data required for monthly reporting

Space Management

· Carry out morning floor checks and regular floor checks throughout the day to ensure that all faults are identified and logged onto Concept, surfaces are kept clear, all equipment is present, spaces are kept free from clutter and presented at the expected standard.

· Take full ownership of your area and surrounding area including housekeeping, AV equipment, fabric, and general environment to ensure it remains fit for purpose.

· Manage all tasks assigned to you on Concept, updating them regularly, and closing them out with agreed SLAs

· Ensuring that outstanding tasks / faults are followed up so that they are completed promptly.

· The management and allocation of lockers and keys.

· To create, display, and remove building signage as required.

· To support with any internal moving of equipment and people.

· Ensuring that the meeting rooms on the floors remain neat, tidy and are set for the next meeting.

· To carry out occasional desk drops to support client initiatives.

· Knowledgeable with basic hand tools (screwdriver, Allen key, etc.)

Customer Service & Security

· To politely introduce yourself to existing staff and new joiners and to advise that you are on hand to assist with Workspace related queries.

· To carry the new joiner induction tours to ensure staff are familiar with the floor layout, facilities available to them and emergency exits etc.

· Logging any faults on behalf of staff if reported to you.

· Challenge any security concerns such as access controlled doors being left open, tailgating, unknown staff / visitors not wearing lanyards, staff not escorting their guests etc.

· Ensure the security procedures are followed regarding suspicious activity or packages.

· Escalate any security concerns to the Regional Facilities Manager or Security Manager

Events & AV

· Working with the Events Manager in the safe planning, co-ordination and execution of client events while also being flexible in working hours to support the running of any events if required outside of normal business hours.

· To support with ad-hoc requests to ensure the smooth running of an event.

· To assist in setting up event spaces as required.

· Assisting with the logistics of event deliveries.

· To be familiar with the capacity restrictions of each of the event spaces and the possible set up configurations.

· To provide basic trouble shoot AV support in meeting rooms prior to escalation to IT.

QHSE

· Experience and understanding of QHSE in the workplace and safe working practices.

· Ensuring that all Health & Safety procedures and processes are followed.

· Ensure that all accidents, incidents and near misses are reported.

· Become a trained first aider, respond to first aid support request as and when required, and complete any required reports.

· Assist in any evacuation (fire or security) of the building. (Including but not limited to, fire marshal activities, supporting in the use of evac chairs and fire lifts, liaising with Workspace Management, liaising with Majestic Building Management, assembly point management, repopulation support etc.)

· Carry out regular floor audits, reporting any faults and hazards on our CAFM System (Concept).

· Assisting in making any identified hazards safe, if safe to do so.

· Use all work equipment and personal PPE properly and in accordance with training received.

· To read the CBRE Toolbox talks, AZ Rules, QHSE bulletins and updates sent through regularly.

· To manage the stock and allocation of Occupational Health equipment.

· To carry out a monthly defibrillator, evac chair and extinguishers checks.

· When requested, ensure that any contractors attending site have completed the site induction and that any site access permits are completed correctly. Then ensure that all documentation is correctly stored and updated as required.

· Report any apparent deficiencies in systems of work or equipment provided that may result in failure of service delivery or risk to health and safety or the environment.

Key Skills

· Ability to work both as part of a team and unsupervised.

· Have clear and confident communication skills (verbal and written).

· Experience and understanding of QHSE in the workplace and safe working practices

· Computer literate (Word, Excel, PowerPoint, email)

· To stay calm and professional under pressure.

Personal Qualities/Behaviors

· Excellent time management and organizational skills

· Possess an eye for fine details

· Immaculate personal presentation

· The ability to be flexible, pro-active, decisive and quick-thinking

· The ability to handle complaints and difficult situations in a patient, calm and effective way

· Ability to deal with multiple requests simultaneously

· Be innovative, identifying improvements and smarter ways of working

Job Types: Full-time, Permanent

Salary: £23,000.00-£24,000.00 per year

Benefits:

• Company events
• Cycle to work scheme
• Store discount

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime

COVID-19 considerations:
Social distancing and enhanced cleaning and hygiene practices.

Work Location: One location

Reference ID: Support Assistant - Leeds
Expected start date: 20/01/2023