Job Title: Workplace Exp Associate
Location: Gilead Office – Oxford
Reports To: Workplace Manager (WM)
Department: Facilities / Workplace Services
Employment Type: Full-Time
Job Purpose:
The Workplace Exp Associate is responsible for supporting the smooth and efficient operation of the workplace environment. This role ensures that facilities services, contractor coordination, consumables management, and compliance tasks are carried out to the highest standard, contributing to a safe, functional, and welcoming site for all staff and visitors.
Key Responsibilities:
Facilities & Contractor Support
Ensure cleaning standards are met, and issues are escalated and dealt with accordingly via site walk arounds and audits
Ensure confidential waste bins are collected monthly
Manage the franking machine account and topping up funds when required
Support engineers with subcontractor escorting when required
Ensure subcontractors have submitted relevant paperwork prior to attendance in line with H&S requirements
Schedule subcontractor PPMs in line with the OP18 maintenance schedule
Ensuring reactive works are sent across to the engineering team and support with the prioritisation to ensure optimum levels of service delivery are being achieved
Assist with mobile engineer deployment across all Gilead sites as needed
Support the PO/WO (Purchase Order/Work Order) process as needed
Document & Compliance Management
Scan and archive all relevant documents, update CBRE eLogbooks weekly
Administrative support on all Gilead & CBRE systems to ensure H&S and compliance
Support with monthly site review reports ensuring accuracy and deadlines are adhered to
Ensure all invoices are redirected to Gilead account for payment
Ensure UL360 is updated with accurate data for client reporting
Ensure SOPS are reviewed monthly and updated if there are any changes to processes
Support engineers with CAFM systems ensuring jobs are closed within SLAs and paperwork has been uploaded
Complete audits using iAuditor and support the Workplace Manager in meeting SLA targets and site standards
Consumables & Supplies
Confirm that cleaning and kitchen consumables have been ordered by the appropriate teams
Conduct weekly audits of stationery stock, ensuring minimum agreed levels are maintained and signed off by the client
Onboarding & Office Management
Conduct site facilities tours for all new hires and ensure induction packs are up to date
Manage all request coming through to shared mailboxes within agreed SLAs
Update staff names on desks and offices using Gilead Centerstone portal
Keep notice boards tidy and up to date with relevant information
Meeting & Hospitality Coordination
Print and display daily Outlook calendars in all meeting rooms
Support WPM with all engagement activities for Gilead staff to improve relations and provide the highest standards of customer support through obtaining feedback
Support client with all office moves and projects to develop the workplace and productivity
Manage office and meeting room bookings upon request
Ensure hospitality is arranged for large meetings, delivered on time, and cleared
Provide support for meeting room setups when required
Sustainability & Reporting
Monitor and record monthly water and energy usage
Support WPM with ESG initiatives and reduction of carbon footprint
Track and update waste weight ensuring all variances have valid reasoning
Cross-Site Support
Provide operational support to other Gilead sites during emergencies, annual leave, or staffing shortages to ensure business continuity.
Any reasonable request or associated tasks as directed by line management