Job Title: Workplace Exp Associate Location: Gilead Office – Uxbridge 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