Description
& SummaryAt PwC, our people in property management focus on providing strategic advice and solutions for clients in the real estate industry, helping them optimise their property portfolios and maximise 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.
Role:Workplace Operations Administrator
Location:Jersey
Line of Service:Business Enablement
Grade:Associateor Senior Associate (depending on experience)
Contracted Hours per Week:37.5
PwC Channel Islands Overview
At PwC CI, we help you build, accelerate, and sustain momentum in a world that never stops moving. With our tech-forward and people-empowered network, we provide expert assurance,taxand advisory services to turn challenges into opportunities. Leveraging deepexpertiseand advanced capabilities, we ensureyou’reready for any future, helping you act boldly and achievereal results.
Job Summary:
This is an exciting opportunity tojointhe 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 ina timely,accurateand 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 berequiredto sometimes provide out of hours support.
Responsibilities:
Responsibilities include:
Core responsibilities:
1. 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 peoplepromptly so that they are either met or escorted to the relevant meeting room/areain a timely manner. Handle visitor queries, including access to wireless network (whenrequired).
2. Suppliers -Maintainand interact with suppliers, ensuring that 3rd party supply records are kept updated.
3. Health & Safety - Be aware of relevant Health & Safety legislation, acting upon any issues which may be brought to your attention.
4. 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.
5. Conference/Meeting room Facilities - To carry out room status checks asrequiredto 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 (whenrequired).
6. Conference/Meeting Room Utilisation - To be proactive and effective in the coordination and monitoring of meeting room bookings to ensuremaximumutilisation 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.
7. Office Supplies - Check andmaintainappropriate levelsof office supplies, including stationery.
8. Kitchen Supplies - Monitor andmaintainappropriate levelsof kitchen supplies (e.g., tea, coffee, fruit, milk, crockery for meeting rooms etc).
9. Coordinating Post & Deliveries - Send/receive and distribute mail/deliveriesin a timely manner, sort incoming mail, scan to recipient, and archive original documents. Facilitate all off-site archiving.
10. Assistfinance bymaintainingtaxi and courier spreadsheet, reconciliation of invoices and record of deliveries.
11. Timesheets - Ensuring that you are completing timesheets on time, accurately and adhering to the Firm's policies and procedures.
12. 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:
13. 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.
14. Locker/Draw Register -Maintainand ensure lockers/draws are organised and dealing with any issues reported by PwC Staff.
15. Office maintenance & reporting - Whenrequired,assistwith minimal office maintenance duties, including lighting,kitchenand desk maintenance. When notified of maintenance issues, ensure they are dealt within a timely manner. When a 3rd party contractor isrequired, ensure the relevant contractor is contacted promptly, whilst actively managing and chasing them for addressing said issuein a timely manner.
16. Assistwith general office queries whenrequired, e.g., printing, photocopying, binding,scanningand laminating. When required,assistthe IT team inmonitoringthe photocopiers/printer operations.
17. Security - To be aware of security issues when carrying out duties and follow instructions withparticular referenceto visitors and clients. Ensure that you are Security conscious. Be aware of Penetration Tests, Tailgating and ensure that all visitors have a host and clearlydisplay their visitor badge at all times.
18. Connecting - Acting as a conduit to help others resolve their problems, and get answers to their questions, andmaintaininglinks to support the Workplace Operations function.
Ad-hoc responsibilities -additionalresponsibilities which can be taken on once fulfilling all core and collective responsibilities
19. Event Support - Providing support andassistingwith event management, whenrequired.
20. Team support - Support the Executive Support team with any ad hoc duties, whenrequired.
21. 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.
22. 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.
23. Miscellaneous Support - Take ownership of all enquiries and problems, resolving or escalating issues asappropriate. Support other stakeholders outside of their collective group, whenrequired.
24. When required, to be flexible and available to workadditionalhours outside standard business hours to cover e.g., maintenance calls, including evenings and weekends.
Direct Reports:
This role reports to:
25. Workplace Operations Manager
There are no direct reports into this role.
Qualifications & Certifications:
26. Must holdtheir own right to live and work in Jersey. We are unable to provide a licence or work permit for this role.
27. Experience with desktop applications (in particular Microsoft Suite(Mail, Sheets,Docsand Slides)) is desirable. Willingness to learn is essential.
Skills & Experience Required:
Essential skills:
28. Strong Interpersonal skills with the ability to build andmaintaintrusted relationships at all levels. Able to collaborate, build a rapport with a wide variety ofcolleagues/clients/suppliers (internally and externally) and work well as part of a team.
29. Act asa strong teamplayer: 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.
30. An enthusiastic and positive attitude with the eagerness to learn and drive own continualself-development.
31. Excellent communication and organisational skills.
32. A proactive, adaptable,helpfuland flexible person. Confidently manage and prioritise workloads to meet deadlines, whilstmaintainingan exceptional quality of work. Ability to multitask, work well under pressure whilstmaintainingattention to detail.
Desirable skills:
33. Working knowledge of relevant Health & Safety legislation.
34. Prior experience working in a customer service environment is desirable.
35. Professional behaviours -High levelsof discretion and understanding of confidentiality.
36. Ability to apply basic IT skills, knowledge of workstation setups (monitors, cables), mobile phone setups, and printers.
37. Show a curious mindset to existing and emerging technologies to support new ways of working and the ability to embrace and adapt tonew technologyin afast-movingtech environment.
Travel Requirements:
You willbe requiredto travelcross-islandfrom time to time.
The skills we look for in our people:
All our people need todemonstratethe skills and behaviours that support us in delivering our business strategy. This is important to the work we do for our business, and our clients. These skills and behaviours make up our global leadership framework, Evolved PwC Professional.
The Evolved PwC Professional focuses on two core behaviours: Trusted Leadership and Distinctive outcomes. Trusted Leadership is underpinned by core behaviours that Inspire, Empower and Evolve, and Distinctive outcomes is underpinned by behaviours that Champion, Build and Deliver.
Diversity:
We work in a changing world which offers great opportunities for people with diverse backgrounds and experiences. Weseekto attract and employ the best people from the widest talent pool as well as those who reflect the diverse nature of our society. We aim to encourage a culture where people can be themselves and be valued for their unique strengths. Creating value through diversity is what makes us strong as a business..
Education
Degrees/Field of Study required:Degrees/Field of Study preferred:
Certifications
Required Skills
Optional Skills
Accepting Feedback, Accepting Feedback, Active Listening, Architectural Management, AutoCAD (Drawing Software), CAD Standards, CCURE (Security Management Software), Communication, Corrective Maintenance, Correspondence Management, Cost Management, Coworking Space Management, Cross-Functional Team Coordination, Customer Experience (CX) Strategy, Demand Management, Emergency Response System Maintenance, Emotional Regulation, Empathy, Environment, Health, and Safety (EHS) Program Development, Event Execution, Facilities Engineering, Hoteling, Inclusion, Insurance Administration, Integrated Workplace Management System (IWMS) {+ 56 more}
Desired Languages
Travel Requirements
Up to 20%
Available for Work Visa Sponsorship?
No
Government Clearance Required?
No
Job Posting End Date