Your Role
We are seeking an individual to join our Birmingham Admin team, who inspires and implements a high level of support to our staff and clients every day. Being able to utilise their passion for service and attention to detail to help the Gensler team with office matters and clerical tasks. You will be an integral team member in ensuring that our reception and office operations run smoothly and are successful in supporting other business activities.
You will thrive in a fast-paced environment where the key to success is proactivity and communication. You’ll be able to quickly acclimatise to our culture, adapt to our various leaders and navigate your way around our various resources and knowledge networks. The ability to juggle multiple deadlines is a must, as is continual prioritisation. You will be a natural relationship-builder, able to communicate with colleagues at all levels.
You will be responsible for maintaining the front of house aesthetic appearance and cleanliness and a high-end office environment. This may include but is not limited to attending vendors face to face or by telephone, helping guests, maintaining office supplies, office equipment, preventive maintenance, and a wide variety of clerical and administrative duties.
What You Will Do
To provide a positive reception experience for team members and guests
Meet and greet all visitors, offering assistance and providing refreshments as appropriate
Maintain the cleanliness, aesthetic integrity, and organisation throughout the office
Perform audits of the facility, recording items in need of repair or replacement
Coordinate with other office admin staff on day to day running of the office
Inventory, order and restock office, pantry supplies, marketing materials and facilities
Assist with coordination for hotels, restaurants, parking and things to do for visitors and staff
Plan and coordinate logistics and catering of office events
Coordinate with different communities and function and manage/update the Office Calendar
Assist with onboarding new team members
Provide IT/AV support where needed
Check regularly throughout the day all meeting rooms are prepped and tidy
Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.
Engage and collaborate with the larger team on sustainability efforts and initiatives.
Research and implement ways to optimize our internal workflow environmental impact.
Complete ad-hoc reception & office administration duties and assist teams as required
Promote events happening within the office and facilitate participation
Answering, screening, and directing calls, handling all queries in a professional manner
Monitor conference room schedule and bookings
Updating books and vendor contact details on Library Resource Database
Work closely with facilities to maintain the environment to a satisfactory level
Assist with postal needs and deliveries
Your Qualifications
Minimum of 3 years + experience within a similar role
Happy to work full time within Birmingham Office
Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism
Ability to problem solve, both individually and as part of a team. Have a responsive and proactive approach, with strong follow-through skills
Flexibility and a willingness to get involved in areas that might be outside your core responsibilities
Must be organised, efficient and enjoy working with a team as well as work independently
Excellent attention to detail and superior organisational and time management skills
Strong verbal and written communication skills
Sensitivity to confidential projects and information
Presentable and client ready
Knowledge of Photoshop/Bluebeam and Indesign a bonus
Knowledge of Workday & Salesforce a bonus
Bachelors’ degree preferred
Interest in growing within a global business
Ability to anticipate needs and operate proactively
A sense of pride in delivering warm, first-class customer service
Life at Gensler
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice annual bonus opportunities.
As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.
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