Buro Happold
Workplace Assistant
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Workplace Assistant Opportunity
Are you looking to start your career as a Workplace Assistant? Build your skills and grow with Buro Happold.
This is a 12-month Fixed-Term Contract (FTC) and will be based from our London office.
We require a Workplace Assistant to support the day-to-day running of the London office and to help the Office Operations team maintain a consistent, professional, and welcoming service for colleagues and visitors.
The role covers a mix of facilities, catering, reception, and general office support, including routine checks, room and refreshment support, contractor visits, deliveries, housekeeping, and responding to day-to-day queries.
Key Responsibilities
Facilities
- Conduct daily inspections
- Check cleanliness and functionality of floors, meeting rooms, and FM storeroom
- Health & Safety hazards, restock essentials, and escalate maintenance needs
- Support day-to-day locker and PPE processes
- Issue and track locker access requests and resolve user queries
- Maintain PPE stock levels, loan equipment, and order replacements
- Monitor equipment and safety supplies
- Monitor printer/plotter consumables and refill as required
- Check and restock First Aid kits, inspect AEDs on schedule
- Carry out routine Health & Safety checks and record keeping
- Log fridge temperatures, trolley, and water checks, smoke curtain tests
- Update H&S checklists, report near-misses, and recommend housekeeping improvements
- Support facilities and maintenance requests and contractor visits
- Log service calls in CAFM system, support maintenance requests, and assist with contractor visits as required.
- Support day-to-day facilities requests, including monitoring the helpdesk inbox, responding to routine queries, and escalating requests in line with agreed processes.
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Catering
- Maintain refreshment stations
- Restock tea points, coffee machines, and the smart fridge; perform scheduled cleans
- Conduct weekly inventory audits and trigger replenishment orders
- Support deliveries and inventory management
- Receive, inspect, and label all catering deliveries against orders
- Store items correctly and update centralized inventory records
- Support day-to-day catering operations
- Coordinate room setups, pack-downs, and shared calendar updates
- Liaise with suppliers and follow agreed compliance processes
- Place and track orders, and help coordinate delivery arrangements
- Perform daily checks on fridge temps and hygiene, escalating issues promptly
- Support catering operations, events, and cover arrangements
- Execute food and beverage setups for meetings and events to presentation standards.
- Provide cover for the Catering Coordinator during absences to support day-to-day catering requests, including monitoring the catering inbox, processing routine orders, and escalating requests in line with agreed processes.
Front of House
- Provide ad-hoc reception coverage
- Greet visitors, handle queries, and ensure a professional, welcoming experience
Skills & Experience
- Level 2 Food Hygiene qualification, or willingness to complete this training.
- Basic understanding of food safety, allergens, and safe working practices, with training provided where required.
- Awareness of Health & Safety in an office or workplace environment, with role-specific training provided.
- Willingness to complete any additional training needed to support the role safely and effectively.
- Previous experience in an office, workplace, facilities, or customer-facing support role would be beneficial
- Positive, proactive, and service-focused, with a clear commitment to supporting colleagues and visitors
- Professional, confident, and collaborative, with the ability to build strong working relationships across teams
- Well-organised, with strong time management skills and the ability to prioritise competing tasks
- Self-motivated and able to work independently, using initiative to resolve issues or escalate where needed
- Adaptable and resilient, with the flexibility to respond to changing workloads, priorities, and office demands
- Confident using Microsoft 365 tools, including Outlook, Excel, Word, Teams, and SharePoint
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A Place for Everyone
Buro Happold values an individual's flexible approaches to working patterns as an important part of how you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.
Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key; we want employees to feel they don’t have to mask elements of their identity to thrive.
We are working to change the lack of representation of marginalised groups in the built environment. We are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.
Please let us know if there are any adjustments we could make to the application process to make it easier and more comfortable for you. Contact recruitment@burohappold.com so we can work with you to support you throughout your application.
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