Your Role
We are seeking an individual to join our Birmingham Admin team, who inspires and implements a high level of support to our staff and clients every day. Being able to utilise their passion for service and attention to detail to help the Gensler team with office matters and clerical tasks. You will be an integral team member in ensuring that our reception and office operations run smoothly and are successful in supporting other business activities.
You will thrive in a fast-paced environment where the key to success is proactivity and communication. You’ll be able to quickly acclimatise to our culture, adapt to our various leaders and navigate your way around our various resources and knowledge networks. The ability to juggle multiple deadlines is a must, as is continual prioritisation. You will be a natural relationship-builder, able to communicate with colleagues at all levels.
You will be responsible for maintaining the front of house aesthetic appearance and cleanliness and a high-end office environment. This may include but is not limited to attending vendors face to face or by telephone, helping guests, maintaining office supplies, office equipment, preventive maintenance, and a wide variety of clerical and administrative duties.
What You Will Do
1. To provide a positive reception experience for team members and guests
2. Meet and greet all visitors, offering assistance and providing refreshments as appropriate
3. Maintain the cleanliness, aesthetic integrity, and organisation throughout the office
4. Perform audits of the facility, recording items in need of repair or replacement
5. Coordinate with other office admin staff on day to day running of the office
6. Inventory, order and restock office, pantry supplies, marketing materials and facilities
7. Assist with coordination for hotels, restaurants, parking and things to do for visitors and staff
8. Plan and coordinate logistics and catering of office events
9. Coordinate with different communities and function and manage/update the Office Calendar
10. Assist with onboarding new team members
11. Provide IT/AV support where needed
12. Check regularly throughout the day all meeting rooms are prepped and tidy
13. Support Gensler sustainability goals. Especially on topics relevant to your day-to-day duties.
14. Engage and collaborate with the larger team on sustainability efforts and initiatives.
15. Research and implement ways to optimize our internal workflow environmental impact.
16. Complete ad-hoc reception & office administration duties and assist teams as required
17. Promote events happening within the office and facilitate participation
18. Answering, screening, and directing calls, handling all queries in a professional manner
19. Monitor conference room schedule and bookings
20. Updating books and vendor contact details on Library Resource Database
21. Work closely with facilities to maintain the environment to a satisfactory level
22. Assist with postal needs and deliveries
Your Qualifications
23. Minimum of 3 years + experience within a similar role
24. Happy to work full time within Birmingham Office
25. Ability to multitask in a fast-paced environment with a strong sense of urgency and professionalism
26. Ability to problem solve, both individually and as part of a team. Have a responsive and proactive approach, with strong follow-through skills
27. Flexibility and a willingness to get involved in areas that might be outside your core responsibilities
28. Must be organised, efficient and enjoy working with a team as well as work independently
29. Excellent attention to detail and superior organisational and time management skills
30. Strong verbal and written communication skills
31. Sensitivity to confidential projects and information
32. Presentable and client ready
33. Knowledge of Photoshop/Bluebeam and Indesign a bonus
34. Knowledge of Workday & Salesforce a bonus
35. Bachelors’ degree preferred
36. Interest in growing within a global business
37. Ability to anticipate needs and operate proactively
38. A sense of pride in delivering warm, first-class customer service
Life at Gensler
We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical and dental insurance, season ticket loans, pension, and twice annual bonus opportunities.
As part of the firm’s commitment to professional development, Gensler offers reimbursement for certain professional qualifications and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programmes or classes. We view our professional development programmes as strategic investments in our future.
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