Job Description

Thrive on openness, respect, and collaboration? Good. Us too. Join as our new Office Assistant.

What's the purpose of the role?

To play a key role as part of the Office Operations team, ensuring a high level of service is maintained to enable the smooth running of the London office. General office service duties such as assisting with office and meeting room catering, facilities and reception support and general housekeeping. This role will involve some lifting. Working hours for this role are 08:30 to 17:00 with one hour lunch break. Some occasional out of hours and weekend work will also be required to fulfil role duties.

Your next role:

The tasks and responsibilities of the Office Assistant are varied but typically include the following:

Oversee equipment and safety supplies

Conduct daily inspections Check cleanliness and functionality of floors, meeting rooms and FM storeroom Document hazards, restock essentials and escalate maintenance needs Manage locker and PPE systems Issue and track smart locker access, allocate fixed lockers and resolve user issues Maintain PPE stock levels, loan equipment and order replacements

Oversee equipment and safety supplies

Monitor printer/plotter consumables and refill as required Check and restock First Aid kits, inspect AEDs on schedule

Administer Health & Safety protocols

Log fridge temperatures, trolley and water checks, smoke curtain tests Update digital H&S checklists, report near-misses and recommend housekeeping improvements

Coordinate contractors and maintenance

Schedule, escort and liaise with contractors; raise POs and log service calls in CAFM Manage facilities helpdesk inbox, answer queries and ensure SLA compliance

Support logistics

Assist with relocation of large deliveries Report building faults to the Facilities Coordinator/Manager

Catering Maintain refreshment stations

Restock tea points, coffee machines and the smart fridge; perform scheduled cleans Conduct weekly inventory audits and trigger replenishment orders

Manage deliveries and inventory

Receive, inspect and label all catering shipments against manifests Store items correctly and update centralized inventory records

Handle catering operations

Monitor the catering inbox: process forms, place orders, send confirmations Coordinate room setups, pack-downs and shared calendar updates

Liaise with suppliers and enforce compliance

Place and track orders; manage delivery logistics Perform daily checks on fridge temps and hygiene, escalating issues promptly

Event support and coordination

Execute food and beverage setups for meetings and events to presentation standards Cover for the Catering Coordinator during absences, managing orders and communication

Other

Perform additional ad-hoc tasks as required to support office operations

Your skills and experience:

Qualifications:

Hold a Level 2 in Food Hygiene (training can be provided) Have in depth knowledge of Food Safety, Allergens and Safety Regulations (training can be provided) Health & Safety Awareness (training can be provided)

Style, Behaviours & Experience:

You will have a positive mindset and excel at customer service Professional, confident and collaborative Exceptional time management and organisational skill set Self-motivated and able to work on their own initiative Adaptable and resilient to changing workloads and priorities Prior office and facilities experience Confident using Microsoft suite (Outlook, Excel, Work, Teams, SharePoint)

A place for everyone

Buro Happold values individual's flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.


Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds and experiences that shape us. Appreciating each other's differences is key, we want employees to feel they don't have to mask elements of their identity to thrive.


We are working to change the lack of representation of marginalised groups in the built environment and are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing difference allows us to develop the most innovative and elegant solutions.


Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact recruitment@burohappold.com so we can work with you to support you throughout your application.

Join us to find out what you're really capable of.

#LI-NG1.