Workplace Experience Assistant

Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally. At Arup you will have the opportunity to collaborate on ambitious projects - delivering remarkable outcomes for clients and communities, and to do socially useful work that has meaning. Arup's purpose, shared values and collaborative approach has set it apart for over 75 years, and now is your opportunity to join.

AMS is a global workforce solutions partner committed to creating inclusive, dynamic, and future-ready workplaces. We help organisations adapt, grow, and thrive in an ever-evolving world by building, shaping, and optimising diverse talent strategies. We partner with Arup to support their contingent recruitment processes. Acting as an extension of their recruitment teams, we connect them with skilled interim and temporary professionals, fostering workplaces where everyone can contribute and succeed.

On Behalf of Arup, we are looking for a Workplace Experience Assistant for a 6 month initial contract (temp to perm) based in Edinburgh.

• Deliver a professional front-of-house service, ensuring a welcoming and positive experience for all visitors, clients and employees.
• Provide administrative and facilities support to maintain the smooth day-to-day operation of the office environment.
• Act as a key point of contact for workplace services, supporting meeting coordination, office facilities and business functions.

• Welcome visitors, register guests and communicate health & safety procedures.
• Manage incoming calls, take accurate messages and respond to enquiries in a professional manner.
• Coordinate incoming and outgoing mail, courier bookings and taxi arrangements.
• Book and manage meeting rooms, refreshments and video conferencing facilities.
• Liaise with IT and AV teams to support meetings and office events.
• Prepare meeting rooms, set up equipment and ensure rooms are presented to a high standard.
• Organise catering and hospitality requirements for visitors and meetings.
• Maintain office supplies, including stationery ordering and stock management.
• Input and manage data within internal systems and support document administration.
• Report maintenance issues and provide general support to the Workplace & Facilities Management team.

• Previous experience in a front-of-house, reception, administration or customer-facing role.
• Strong customer service and communication skills with a professional and approachable manner.
• Good working knowledge of Microsoft Office applications.
• Excellent organisational skills with strong attention to detail.
• Flexible, proactive and able to manage multiple tasks effectively.
• A positive, can-do attitude and willingness to support wider business needs.
• Experience using booking and facilities management systems (e.g. Condeco, Concur or CAFM) would be advantageous.
• First Aid, Fire Marshal or IOSH qualifications, or a willingness to undertake training, would be beneficial.

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. Guided by its values and alignment with the UN Sustainable Development Goals, Arup creates and contributes to equitable spaces and systems, while cultivating a sense of belonging for all. Arup's internal employee networks support their inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion - creating a space for everyone to express themselves and make a positive difference.