Workplace Operations Administrator

Workplace Operations Administrator

At PwC, our people in property management focus on providing strategic advice and solutions for clients in the real estate industry, helping them optimize their property portfolios and maximize returns. These individuals handle property acquisitions, leasing, asset management, and development projects. In facilities and infrastructure management at PwC, you will focus on creating and maintaining efficient and effective operations of physical workspaces, including maintenance, security, and space planning. You will play a crucial role in creating a comfortable and productive environment for employees and clients.

This is an exciting opportunity to join the Workplace Operations Team within the Operations Pillar, who are tasked with overseeing workplace management across the Channel Islands (BCI). Your role as a Workplace Operations Administrator directly contributes to the client and visitor experience of our building environment, the factors that influence it and a range of physical, technological and business solutions that are shaped by the Firm's culture and values: supporting our local on-site operational support teams to provide a safe and functional workplace.

The successful candidate will also provide administrative support to our firm's internal stakeholders and business processes ensuring tasks are carried out in a timely, accurate and efficient manner.

To be successful you will have the ability to liaise, influence and challenge effectively when building strong networks and relationships at all levels, both internally and externally.

A degree of flexibility may be required to sometimes provide out of hours support.

Responsibilities include:

• Welcoming Experience - To be the face of our people and clients from the moment they enter our building. Provide a courteous and prompt welcome on arrival for all visitors for meetings, events, etc. Communicate visitor arrivals to the relevant people promptly so that they are either met or escorted to the relevant meeting room/area in a timely manner. Handle visitor queries, including access to wireless network (when required).
• Suppliers - Maintain and interact with suppliers, ensuring that 3rd party supply records are kept updated.
• Health & Safety - Be aware of relevant Health & Safety legislation, acting upon any issues which may be brought to your attention.
• Visitor & PwC Staff Experience - Ensure that all visitors & PwC staff are dealt with efficiently so that an exceptional high standard of service is provided at all times, personally taking responsibility for their requests to ensure excellent customer service, including troubleshooting client, staff and visitor problems using research and problem solving skills.
• Conference/Meeting room Facilities - To carry out room status checks as required to ensure technology, including AV/IT facilities are working and can be used by clients/PwC staff. Escalate any issues with equipment/rooms to relevant departments. Liaise with the Executive Support team in ensuring all meeting rooms are set up appropriately before meetings, and support in preparing refreshments for client/internal meetings (when required).
• Conference/Meeting Room Utilisation - To be proactive and effective in the coordination and monitoring of meeting room bookings to ensure maximum utilisation of meeting rooms, resolving booking conflicts and support organisation of video/audio conference calls, whilst taking into consideration the practicalities/demands of other departments and clients.
• Office Supplies - Check and maintain appropriate levels of office supplies, including stationery.
• Kitchen Supplies - Monitor and maintain appropriate levels of kitchen supplies (e.g., tea, coffee, fruit, milk, crockery for meeting rooms etc).
• Coordinating Post & Deliveries - Send/receive and distribute mail/deliveries in a timely manner, sort incoming mail, scan to recipient, and archive original documents. Facilitate all off-site archiving.
• Assist finance by maintaining taxi and courier spreadsheet, reconciliation of invoices and record of deliveries.
• Timesheets - Ensuring that you are completing timesheets on time, accurately and adhering to the Firm's policies and procedures.
• Responding to work requests - providing administrative support to all members of staff from across the firm on a transactional basis. Provide support for unplanned/emergency absences in the team, to ensure seamless support to all stakeholders and act as a point of contact.

Collective responsibilities - shared responsibilities with wider Workplace Operations team:

• Office appearance - Liaise and coordinate with other Workplace Operations team members, cleaners, and other operational departments to ensure that all the office spaces, including meeting rooms, reception areas etc are always tidy and presentable, taking corrective action where necessary.
• Locker/Draw Register - Maintain and ensure lockers/draws are organized and dealing with any issues reported by PwC Staff.
• Office maintenance & reporting - When required, assist with minimal office maintenance duties, including lighting, kitchen and desk maintenance. When notified of maintenance issues, ensure they are dealt with in a timely manner. When a 3rd party contractor is required, ensure the relevant contractor is contacted promptly, whilst actively managing and chasing them for addressing said issue in a timely manner.
• Assist with general office queries when required, e.g., printing, photocopying, binding, scanning and laminating. When required, assist the IT team in monitoring the photocopiers/printer operations.
• Security - To be aware of security issues when carrying out duties and follow instructions with particular reference to visitors and clients. Ensure that you are Security conscious. Be aware of Penetration Tests, Tailgating and ensure that all visitors have a host and clearly display their visitor badge at all times.
• Connecting - Acting as a conduit to help others resolve their problems, and get answers to their questions, and maintaining links to support the Workplace Operations function.

Ad-hoc responsibilities - additional responsibilities which can be taken on once fulfilling all core and collective responsibilities:

• Event Support - Providing support and assisting with event management, when required.
• Team support - Support the Executive Support team with any ad hoc duties, when required.
• Build a diverse network of relationships. Engage and support with Firmwide initiatives such as participation in CSR, Sports and Social, Health & Wellbeing, and other events.
• When required, provide ad-hoc support on projects relevant to the Workplace Operations team. Be open-minded and curious to the various requirements of the role.
• Miscellaneous Support - Take ownership of all enquiries and problems, resolving or escalating issues as appropriate. Support other stakeholders outside of their collective group, when required.

• When required, to be flexible and available to work additional hours outside standard business hours to cover e.g., maintenance calls, including evenings and weekends.

This role reports to:

• Workplace Operations Manager

There are no direct reports into this role.

Qualifications & Certifications:

• Must hold Entitled/Entitled to Work status (Jersey) or a Permanent Resident Certificate/Family Member Resident Permit (Guernsey). We are unable to provide a license or work permit for this role.
• Experience with desktop applications (in particular Microsoft Suite (Mail, Sheets, Docs and Slides)) is desirable. Willingness to learn is essential.

Skills & Experience Required:

Essential skills:

• Strong Interpersonal skills with the ability to build and maintain trusted relationships at all levels. Able to collaborate, build a rapport with a wide variety of colleagues/clients/suppliers (internally and externally) and work well as part of a team.
• Act as a strong team player: collaborate and support colleagues who delegate work to you, ensuring a seamless service is provided to business stakeholders. Proactively share knowledge with colleagues, as well as promote team wellbeing and the sense of one team within the PwC Operations team.
• An enthusiastic and positive attitude with the eagerness to learn and drive own continual self-development.
• Excellent communication and organizational skills.
• A proactive, adaptable, helpful and flexible person. Confidently manage and prioritize workloads to meet deadlines, whilst maintaining an exceptional quality of work. Ability to multitask, work well under pressure whilst maintaining attention to detail.

Desirable skills:

• Working knowledge of relevant Health & Safety legislation.
• Prior experience working in a customer service environment is desirable.
• Professional behaviours - High levels of discretion and understanding of confidentiality.
• Ability to apply basic IT skills, knowledge of workstation setups (monitors, cables), mobile phone setups, and printers.
• Show a curious mindset to existing and emerging technologies to support new ways of working and the ability to embrace and adapt to new technology in a fast-moving tech environment.

Travel Requirements:

You will be required to travel to the other Islands (Guernsey or Jersey) from time to time.</