AddressYour role will be to provide a critical support service within our HQ supporting mail distribution, couriers, safety inspections, maintenance and archiving activity amongst supporting other ad hoc functional activity that arises. Communication, building strong internal stakeholder and supplier relationships will be key to this role. As part of enhancing the function reputation you will be dynamic, multi skilled and integrate within other areas of the Workplace function when required.
The Workplace Services function currently operate between the hours of 7am to 6pm and shift work will be required by prior agreement.
This role requires 5 days per week attendance in the office.
How you'll spend your time...
The business are in the process of reviewing and improving their approach to Office Services and the WSA team is responsible for being the face of this in London by way of developing strong customer/client relationships and adopting effective lines of communication with business stakeholders, building management, supply chain and managing agents. They are also responsible for identifying opportunities to improve processes, ways of working and delivering exceptional standards of workplace experience and environment as well as exceptional standards of service for our people, our business, and our clients
You will be responsible for the management of all reactive and proactive repairs and maintenance for our London property ensuring internal SLAs/KPI’s are met and working with our supply chain where necessary by arranging call outs, arranging access, meeting and hosting contractors etc through to completion of tasks. This could be anything from access control, hard services, caterers, cleaning etc.
As well as proactively seeking out and logging maintenance issues, the role is responsible for efficiently responding to helpdesk tasks, effectively communicating task updates within the team but also to the end user, closures, and escalating issues to the Workplace Services/Facilities Supervisor or Workplace/Facilities Manager as required. You will also on occasion be expected to complete basic maintenance tasks such as replacing lamps, light repaints and basic repairs
You will be responsible for ensuring building safety matters are logged and resolved in an effective timeframe, this includes regular, documented floor walks and safety checks in line with the HSE Management system. Other safety related responsibilities are working as part of the fire marshal group, being a first aider, responding to incidents and raising safety related matters as appropriate
Your role is responsible for management of all deliveries including incoming/outgoing mail and courier activity. They will also play a key role in driving down unnecessary mail, improving services by engaging our people to arrange deliveries, reducing personal deliveries etc.
You will also be expected to work closely with the archiving and reprographics services supporting their activity and undertaking associated tasks with relevant training and support as appropriate
You will play a key role in the presentation of our property with an enhanced focus on our client areas. During your daily routine you are expected to complete an early review of the space to ensure ready for the day ahead and engaging relevant teams to resolve issues. Throughout the day or at agreed times, you are expected to reset furniture, keep the space tidy, remove clutter, top-up printers, reset blinds, clear rubbish etc. You will work closely with the housekeeping team in ensuring the space is always clean and highly presentable
As part of the Workplace Services team you will be required for meeting room and furniture changes to support key client meetings, events and working closely with the Front of House team
In line with budget, procurement approvals and process, responsible for purchasing stationery, and office service products via preferred supply chain
You will work closely with our supply chain/vendor management for all Workplace and Facilities related services for the Columbia Threadneedle Investments HQ. This must be done in alignment with Procurement procedures, ensuring excellent service levels
You will play a key part in moves and changes projects where required.
The WSA team is responsible for the Health and Safety of our people, our clients, our contractors, our visitors, and any activity associated with the Columbia Threadneedle Investments HQ and our operations. This includes implementation of policy and alignment with business strategy while ensuring compliance with UK legislation/regulation.
Safety and security of our people, our clients and our information is paramount and the WSA team is responsible for ensuring alignment with Columbia Threadneedle Investments security policy and embedding behaviours into the business and our people. This includes being always vigilant for security matters and promoting best practice
The WSA team manage the access control system and are responsible for issuing access control passes for internal people, contractors and temp passes where necessary and in line with company security policy. You will also be responsible for issuing reports as necessary
The WSA team are responsible for managing the office utilisation/data capture system Spacewell, ensuring sensors are in place, working and reporting accurate information
Your role is expected to be part of the on-call/emergency process
To be successful in this role you will have...
Experience working within a progressive and successful Facilities/Workplace team
Experience working with helpdesk and meeting room management system
Experience working in a dynamic high-profile business in a corporate environment with exceptional expectations around customer service, workplace experience and environment
If you also had this, it would be great…
Problem solving attributes are key
Excellent communication skills, both written and verbal
Ability to build strong stakeholder relationships
Tech savvy and competent with computers and computer systems ability to influence change
Health and Safety aware – IOSH Working Safely preferred
Collaborative working style
Hands on approach when required
Inclusive culture
Willingness to develop and contribute to collaborative successes
Highly driven individual who displays a high degree of initiative
Environmental awareness and ideally a desire to protect the environment through working practice
Contribute ideas and innovation to continually develop individually as part of a collaborative function
About Columbia Threadneedle Investments
Working at Columbia Threadneedle Investments you’ll find the promise we make to our clients is the same one we make to our employees: Your success is our priority.
Here, you’ll find growth and career opportunities across all of our businesses. We’re intentionally built to help you succeed. Our reach is expansive with a global team of 2,500 people working together. Our expertise is diverse with more than 650 investment professionals sharing global perspectives across all major asset classes and markets. Our clients have access to a broad array of investment strategies, and we have the capability to create bespoke solutions matched to clients’ specific requirements.
Columbia Threadneedle is a people business and we recognise that our success is due to our talented people, who bring diversity of thought, complementary skills and capabilities. We are committed to providing an inclusive workplace that supports the diversity of our employees and reflects our broader communities and client-base.
We appreciate that work-life balance is an important factor for many when considering their next move so please discuss any flexible working requirements directly with your recruiter.
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