We are looking for a Workplace Experience Support to join our team in Reading on 14 months contract.
You will play a vital role in supporting the smooth operation of the office by providing high-quality administrative support across various teams and environments. This includes front-of-house duties, facilities coordination, employee support, and general office administration.
The role requires a proactive and adaptable individual who can effectively manage multiple responsibilities while ensuring a welcoming and professional workplace experience for staff, visitors, and external partners.
What you will do
Reception & Visitor Support
* Act as the main point of contact at front-of-house reception, greeting all internal and external visitors in a courteous and professional manner.
* Ensure visitors receive a Welcome Email, are allocated desks, and relevant systems are updated accordingly.
* Liaise with the IT desktop team to ensure desk setups for visitors and new starters are prepared each week.
* Conduct induction office tours for new starters and visitors, supporting the onboarding process.
* Issue access cards to staff, visitors, and contractors in line with security policies and maintain accurate records.
Office Administration & Coordination
* Maintain a clean, tidy, and secure reception area and meeting rooms at all times.
* Oversee meeting room management, including conflict resolution for bookings and ensuring availability.
* Monitor and replenish refreshments in meeting rooms and stationery areas.
* Maintain sufficient stock of office supplies (e.g., stationery, printer items, catering goods, and Chill and Cheers drinks) and place orders when required.
* Manage access cards, desk and parking booking systems, and parcel collection programs.
* Respond to employee inquiries and requests for information.
* Maintain organized files, update databases, and track important deadlines.
* Mail & Communication Handling
* Handle all incoming phone calls and direct them to the appropriate person or department.
* Manage mail duties including distribution of post/packages, outgoing mail, and booking local and international couriers while following tracking and security procedures.
Employee Support & Travel
* Coordinate employee travel arrangements and assist with related queries.
* Assist with general administrative duties and internal projects as required.
* Raise purchase orders in line with company policies and procedures.
* Health & Safety
* Act as a First Aider, ensuring First Aid boxes are fully stocked and compliant with regulations.
* Conduct Health & Safety office tours for new starters and visitors.
People
* Assist the People team on tasks, projects and deliverables.
* Conduct induction office tours for new starters and support the People Team by coordination with hiring manager and send new starter email.
* Assist with on-boarding new hires – desk allocation any other task related to onboarding.
Culture & Events
* Assist with the coordination of company events such as holiday parties, team celebrations, and office-wide initiatives.
* Take pride in creating and maintaining a pleasant, welcoming, and inspiring workplace atmosphere.
What you'll bring
* Excellent interpersonal and communication skills.
* Strong organizational skills and attention to detail.
* Ability to multitask and handle a variety of administrative duties.
* Proficient in using office systems and tools (e.g., visitor management, booking platforms, Microsoft Office).
* Previous experience in an administrative, receptionist, or office support role is desirable.
* A proactive and service-oriented mindset.