Front Office Assistant

The Instant Group are hiring!

Our purpose at The Instant Group is to help our clients to move their business forward faster! We are a workspace innovation company that rethinks workspace on behalf of our clients. Using our market leading data, we find, create, deliver and manage bespoke workspace solutions. We put our customers’ business at the heart of the solution and specialise in injecting agility and flexibility to reduce cost and drive enterprise performance.

In 2022 The Instant Group merged with key digital assets of IWG. This exciting merger combines the digital know-how, content, technology, team experience and customer base and creates the definitive flexible workspace marketplace for workers, corporates and workspace owners. Our newly enhanced marketplace will serve more than 250,000 businesses in 175 countries, operating 24/7 through an integrated platform in more than 40 languages. This radically enlarged marketplace will provide data and market choice that will enable “work from anywhere” plans for multi-national companies through to sole employee start-ups. With more than 25,000 flexible workspace centres listed, the merger will offer the greatest access yet to the full extent of the flexible workspace market.

The Instant Group is a dynamic workplace with a culture of connectivity. We solve challenges and grasp opportunities together whilst supporting one another. Our common purpose glues the organisation together to ensure that everyone is pulling in the same direction with a truly client-centric focus. We are very proud of our differentiated client approach and exceptional people and are committed to offering a great place to build a career. As a result, we have won the ‘Best Places to work in Property’ award and are continuously featured in the ‘Sunday Times HSBC international Track 200’.

Who are we hiring?

We are currently seeking a Front Office Assistant to join our team and support the provision of client-focused service in our building. In this role, you will take ownership and responsibility for a total workplace delivery, using the Instant helpdesk and the wider Workplace network. You will work closely with other teams within the business to deliver a seamless service in conjunction with any service providers.

What will you be responsible for?

• 
  Ensure that the Instant business plan, policy, and initiatives are delivered in the office, bringing any ideas of improvement or issues to the relevant manager’s attention.
• Daily housekeeping of communal areas, collaboration spaces, internal meeting rooms, and desking.
• Active monitoring of safety issues and poor working practices in the building and escalate to the relevant person if necessary.
• Assist with meeting room diary management, resetting of meeting rooms, arranging hospitality, and delivering basic hospitality into meeting rooms.
• Support and coordinate staff H&S inductions, third-party contractor inductions, and stationery purchasing.
• Support the local Community Manager to submit monthly Health and Safety returns and review/update noticeboards and signage as required.
• Undertake ad-hoc tasks such as fire warden duties, first aid duties, supporting the completion of ad-hoc risk assessments, and contractor management.
• Support the Community Manager in managing an incident and updating local office and regional information as required.
• Manage security pass and access control management (where applicable), report incidents to security, and advise individuals to secure attractive items.
• Support local office risk assessments and act as a signpost for internal client queries.
• Promote best practice across the office for waste and energy management and support environmental policies.

What skills do you require?

• 
  Self-starter with the ability to operate calmly under pressure and manage competing priorities.
• Strong customer focus and influencing skills with strong personal awareness and credibility.
• Strong communication skills (oral/written) and ability to develop good working relationship management.
• Enthusiastic, committed, and determined, with a high level of attention to detail.
• The ability to lead by example.
• Knowledge and understanding of health and safety relevant to the office including fire, first aid, DSE, and accident reporting.
• Demonstrable ability to work independently and as part of a team with a general awareness of workplace services and operations.
• Good IT skills and ability to use application-based software.

What's in it for you?

• 
  Competitive pay scales reviewed annually
• Discretionary annual company bonus
• Private healthcare and life cover
• A focus on connectivity, flexibility and bigger relationships as part of our workplace experience strategy
• Flexible working options
• Bespoke training programmes
• Lots of learning and self-development opportunities on our bespoke ‘Instant Learning’ portal
• Reward Gateway (discounts!)
• Wellbeing Centre
• Global Employee Assistance Programme
• Brilliant colleague recognition scheme that leads to quarterly and annual ‘let’s celebrate’ awards with great prizes
• Generous referral scheme
• Laptop / tech provided
• Early finish on a Friday!

At The Instant Group, people are our number one priority alongside our clients. We are committed to encouraging diversity, equality and inclusion and providing equal opportunities in all aspects of employment. The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best. As such, when hiring or promoting from within, we look for people with different experience from a wide variety of backgrounds and welcome all applications regardless of age, gender, race, ethnicity, sexual orientation, religion, disability status or any other dimensions of diversity.

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