Office Administrator & Customer Service Specialist

About the Role

The Workplace Experience Support Specialist plays a key role in delivering outstanding workplace and guest experiences. This position ensures colleagues and visitors have access to the spaces, services, and support they need to work safely, comfortably, and efficiently.

Working flexibly across the office or from the One Team Hub, the role covers a wide range of responsibilities including front-of-house services, meeting and event support, workplace operations, compliance activities, and logistics. It offers a varied and dynamic environment, combining elements traditionally delivered by multiple teams.

• Provide a high-quality, concierge-style service to colleagues and visitors
• Support reception and welcome teams as required
• Manage visitor access, including badge handling and security procedures such as tailgating prevention
• Work closely with the Workplace Experience Manager on access control, safety, and contractor coordination
• Maintain strong knowledge of the building, services, and local area

• Coordinate meeting room and event bookings, including catering and setup requirements
• Prepare rooms and provide on-the-day support for meetings and events
• Assist with room layouts, visitor coordination, issue resolution, and post-event feedback
• Support hospitality services and refreshment provision

• Carry out regular checks of meeting rooms, office floors, and shared spaces to ensure they are clean, stocked, and ready for use
• Log and escalate maintenance or service issues promptly
• Provide basic AV/IT support and assist with locker systems and service hubs
• Build positive working relationships and maintain a visible, approachable presence in the workplace

• Support facilities management activities including equipment checks, asset tagging, and workplace monitoring
• Assist with audits, contractor escorts, DSE assessments, and emergency procedures
• Help colleagues navigate workplace systems, tools, and reporting processes

• Manage incoming and outgoing mail, parcels, and courier services
• Handle IT equipment dispatch and tracked deliveries
• Support print services including finishing, quality checks, and consumables replenishment

• Work collaboratively with all workplace service teams to deliver a consistent “One Team” approach
• Proactively assist colleagues and support wider team tasks when needed

• Follow all health and safety procedures and training
• Use equipment safely and report any risks or faults immediately
• Escalate concerns or training needs to management promptly

• Experience within workplace services, facilities, hospitality, or front-of-house roles
• Strong customer service and communication skills
• Proficient in Microsoft Teams, MS Office, and workplace systems (e.g. ServiceNow, EMS)
• Basic knowledge of AV/IT support and troubleshooting
• Well-organised, adaptable, and able to manage both planned and reactive tasks
• Resilient, responsive, and solution-focused

SPS is committed to creating a diverse and inclusive workplace where everyone feels supported and valued. Employee networks promote inclusion across gender, LGBTQIA+, disability, neurodiversity, wellbeing, and more.

As a Disability Confident employer, SPS ensures candidates with disabilities who meet the essential criteria are progressed to the next stage, with reasonable adjustments provided where needed.