Workplace Ambassador

Service

• Provide flexible front-of-house, workplace, concierge, administration, and operational support across a range of client sites and service lines.
• Use visitor management, workspace, access, helpdesk, and workplace systems accurately, ensuring records, audit trails, and service requests remain up to date.
• Support meeting room setups, workplace events, hospitality requests, catering coordination, and executive or VIP visits in line with client requirements.
• Conduct regular floor walks, workplace inspections, meeting room checks, and service audits, identifying issues and logging work orders through to completion.
• Provide first-line support for meeting room technology, Audio Visual queries, switchboard operations, telephone enquiries, shared mailboxes, and helpdesk requests.
• Maintain communal, meeting, collaboration, and event spaces so they remain tidy, presentable, functional, and ready for colleagues, visitors, and clients.
• Support mailroom services, deliveries, collections, workplace signage, supplies, stationery, peripheral equipment, and general workplace administration where required.
• Liaise with on-site teams, contractors, service providers, and site leadership to ensure customer enquiries are resolved or escalated within agreed service levels.
• Provide ad hoc cover and flexible support across multiple locations, service lines, and operational requirements, including short notice changes where required.
• Support the wider Workplace Experience, Guest Services, and Facilities teams with reasonable management requests and additional responsibilities as required.
• Informed knowledge of the clients' values and objectives.

Security, Safety & Compliance

• Manage visitor, colleague, and contractor access in line with client security protocols, ensuring appropriate identification is checked, displayed, and recorded.
• Maintain accurate visitor pass registers, access records, and audit trails, completing checks and escalating discrepancies promptly.
• Welcome and manage contractors on site, ensuring they follow workplace, security, health and safety, and compliance procedures.
• Support emergency evacuation procedures, business continuity arrangements, and incident response activity, including First Aid, Fire, and Security situations where required.
• Act as a Fire Marshal where trained and designated, maintaining awareness of safety and security responsibilities at each site.
• Remain vigilant for safety, security, equipment, or system concerns, reporting faults, malfunctions, and risks immediately through the appropriate channels.
• Work in accordance with all Health & Safety, security, manual handling, site-specific compliance, and Mitie policy requirements.

Day-to-Day Duties

• Thorough check of meeting rooms to ensure readiness for use, to include:
  • Whiteboards / flipcharts are cleared
  • Provision of flipchart pads
  • Provision of whiteboard pens (ensure no permanent markers are in room)
  • Desk is clean and cleared
  • TV remote has batteries (use to switch on TV to check)
  • Bins are empty (picked up by Mitie daily)
  • No personal belongings have been left in the room
  • Floors are clear of debris
  • Chairs are neatly arranged
  • Sanitiser wipes are supplied (report to Mitie Cleaning if required)

Person Specification

This role would suit someone who brings energy, confidence, and a genuine passion for service.

• Often, no two days are the same, so you will enjoy variety, adapt quickly to different environments, and take pride in creating a welcoming, professional, and memorable workplace experience for every visitor, colleague, and client you support.

What You'll Bring

• Excellent verbal, written, and interpersonal communication skills.
• A genuine passion for delivering service excellence and creating memorable workplace experiences.
• A confident, approachable, and professional style, with strong personal presentation and attention to detail.
• The ability to stay organized, calm, and positive in a fast-paced, varied, and changing environment.
• Experience using visitor, workspace, or workplace management systems such as Condeco, ProxyClick, or similar would be advantageous, but is not essential.
• Confidence using workplace technology, including tablets, radios, headsets, and digital communication tools.
• A proactive approach to identifying issues, taking initiative, and implementing practical solutions.
• Accountability, adaptability, and a strong sense of ownership in everything you do.
• Willingness to obtain an SIA licence and/or First Aid certificate if required for specific client, site, or operational requirements, with any required training or certification funded in line with company policy.

Essential Requirements

• Willingness and ability to travel regularly between client sites.
• Flexibility with start times, finish times, and working locations to meet service requirements.
• Ability to adapt quickly to changing priorities, last-minute requests, and different site processes.
• Confidence to work independently and unsupervised when required, including being the only Guest Services team member on site at times.
• Comfortable working across different locations on a day-to-day basis.
• Strong communication, organization, and problem-solving skills.
• Computer literacy, including confident use of Outlook, Teams, Word, and other standard workplace systems.
• Willingness to learn and confidently use a range of office technology, including AV equipment, switchboards, Microsoft Teams Rooms, and other site-specific systems.
• SC Clearance checks or willing to have them done
• UK National
• Driving licence/identification

Health and Safety Responsibilities

• Follow all Group, company, and site-specific health, safety, and environmental policies, procedures, and working practices at all times.
• Report any deficiencies in systems of work, equipment, processes, or workplace conditions that may impact service delivery or create a risk to health, safety, or the environment.
• Use all work equipment and PPE correctly, including any site-specific personal protective equipment required, in line with training,