Facilities 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 Facilities Assistant for a short term contract (22nd May - 29th May) based in Southampton.

In this role, you will be providing a 'front of house' service to visitors and staff and assist with administrative tasks if required.

Provide support to all members of the team by undertaking general administrative tasks including:

• Visitor Reception:
  Provide front-of-house services, including registering and welcoming staff and guests. Ensure excellent customer care and inform all visitors about Health & Safety procedures.
• Telephone Management:
  Answer telephones, liaise with central telephony, take accurate messages, and assist callers proactively. Handle query calls efficiently.
• Mail and Courier Services:
  Manage incoming and outgoing post, order couriers, and arrange taxis.
• Meeting Room Coordination:
  Book meeting rooms, refreshments, and AV/Tele/Video Conferencing facilities (Condeco). Track Condeco bookings from other offices and clarify visitor requirements, such as dietary needs.
• IT and AV Liaison:
  Coordinate with IT and AV teams as required.
• Catering and Hospitality:
  Provide drinks to visitors and manage catering provisions for meetings.
• Meeting Room Setup:
  Set up meeting rooms, including AV equipment if needed, and ensure conference rooms are tidy before and after use.
• Data Management:
  Input data into Arup systems as required.
• Stationery Supplies:
  Order and maintain stationery supplies.
• Office Maintenance Reporting:
  Report office maintenance and equipment issues.
• General Administrative Duties:
  Perform general administrative tasks, such as document management.
• Team Support:
  Assist other Workplace and Facilities Management staff as needed.
• First Aid and Fire Marshal duties

• Good customer service skills
• Good knowledge of MS Office Suite
• Flexible, polite, cooperative and approachable manner
• Diligent and with attention to detail
• Can-do attitude

• Expertise with booking systems including Concur, CAFM system and Condeco would be advantageous.
• First Aid & Fire Marshal trained or desire to be.
• IOSH Managing Safely qualified or desire to be.
• Manual handling training will be provided.

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.