Office Assistant

Company Description

Technology is our how. And people are our why. For over two decades, we have been harnessing technology to drive meaningful change.
 
By combining world-class engineering, industry expertise and a people-centric mindset, we consult and partner with leading brands from various industries to create dynamic platforms and intelligent digital experiences that drive innovation and transform businesses.
 
From prototype to real-world impact - be part of a global shift by doing work that matters.

Job Description

The facilities team is essential for creating a productive and efficient work environment. They manage physical workspace, handle office logistics, and support day-to-day operations. By maintaining an optimal work environment, the facility team enables employees to focus on their core tasks and contribute effectively to the organization's success. 

As an Office Assistant at Endava, you will be responsible for supporting the organization and coordination of office operations and facilities management to ensure efficiency and effectiveness. Your role will include managing daily office activities, assisting with administrative tasks, and ensuring the smooth functioning of the workplace

Responsibilities: 

Office Accommodation:

• Ensure presentation of a professional office environment
• Manage calls efficiently
• Administer access cards for staff and visitors
• Provide support in preparing and arranging spaces for events
• Maintain office organization and ensure it is presentable at all times
• Manage space occupancy and provide space allocation solutions based on local needs
• Collaborate with regional Facility Managers to ensure housekeeping, optimization of spaces, security compliance, and adherence to health & safety standards

Clients and Visitors:

• Oversee client and visitor registration
• Coordinate client internal transfers
• Arrange refreshments, lunches, and restaurant reservations for clients and staff
• Organize meeting room bookings, coordination, and hot-desking

Procurement Support:

• Assist with in-house employee benefits, such as office supplies, coffee, water, tea, fruit, and snacks
• Support daily procurement activities, including the purchasing of goods and services

Staff Support and Coordination:

• Assist with staff induction activities
• Support People Development and Recruitment by managing welcome packs for new employees, and coordinating other benefits and internal events (subject to availability)
• Coordinate all requests addressed to the front desk
• Provide office supplies and IT items to employees as needed
• Ensure timely communication of resolutions and updates

Logistical Support:

• Manage courier and mail administration
• Ensure equipment is delivered securely and on time
• Facilitate shipping between Endava offices and external destinations

Housekeeping management:

• Investigate complaints regarding housekeeping services and implement corrective actions
• Ensure housekeeping services meet the needs of all Endava spaces

Building Management:

• Assist with managing furniture and equipment inventory

Departmental Support:

• Provide HR assistance
• Support Accounts/Finance activities
• Assist with Procurement tasks
• Offer Local Support assistance
• Assist People Development and Recruitment functions
• Provide support to the Local Leadership team

Environmental Management:

• Align with ESG corporate strategy and support the implementation of local procedures

Health, Safety, and Security:

• Manage Health & Safety responsibilities and provide staff with necessary information
• Ensure visitor safety compliance
• Act as the Security Officer for the Endava office
• Perform Fire Marshall duties
• Take on First Aid responsibilities
• Ensure that required staff are trained to meet necessary standards

Qualifications

Qualifications:

• Associate's degree or relevant work experience
• Strong analytical thinking and problem-solving skills
• High attention to detail and accuracy
• Customer-focused approach to decision-making
• Ability to make timely and well-informed decisions
• Strong interpersonal skills and ability to work with diverse individuals
• Basic proficiency in desktop software such as Word, Excel, and internet tools

Additional Informatio