Workplace Assistant (Manchester Based)

Business Unit:
Office Management Group
Industry:
No Industry

Overview

Houlihan Lokey, Inc. (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and financial and valuation advisory. Houlihan Lokey serves corporations, institutions, and governments worldwide with offices in the Americas, Europe, the Middle East, and the Asia- Pacific region. Independent advice and intellectual rigor are hallmarks of the firm's commitment to client success across its advisory services. The firm is the No. 1 investment bank for global M&A transactions under

$1 billion, the No. 1 M&A advisor for the past eight consecutive years in the U.S., the No. 1 global restructuring advisor for the past nine consecutive years, and the No. 1 global M&A fairness opinion advisor over the past 25 years, all based on number of transactions and according to data provided by Refinitiv.

Scope

We are looking to hire a Workplace Assistant to join our Houlihan Lokey office in Manchester. This role actively manages our client meeting room suite, welcoming clients and visitors, setting up meeting rooms for meetings and clearing down the rooms afterwards. The role also involves a high degree of proactively assessing the workspace and seeking out potential problems and reporting them to the appropriate team before they become an issue. This role supports our Office Manager with office related admin tasks and helps assist with internal events and ESG activities. There will be some ad-hoc projects and reporting responsibilities too.

Responsibilities

As a Workplace Assistant, you will be accountable for the following:-

Service Focus

• Meet and greet all clients.
• Set up meeting rooms with hospitality and catering.
• Ensure AV systems are set up and working.
• Clear down meeting rooms after use.
• Assist the OM with the new joiners' induction and first day orientation.
• Offer a concierge type service - be a first point of contact for visitors and employees.
  • Meet and greet all employees and clients/visitors as they arrive.
  • Identify suitable workstations for upcoming visitors liaising with necessary individuals to book the desk and set up the visitor packs.
  • Ensure the Visitor Welcome pack is placed on their desk (ideally the night before) and arranged as per the process.
• Print and bind documentation for client meetings and assist with any other print/document production requests for the Manchester Office.
• Organise couriers and post as and when required.
• Ensure stationery, pantry/catering and cleaning products are fully stocked.

Systems

• Facilities Helpdesk
  • Manage the facilities helpdesk, together with the OM, to raise and solve any facility requests in the office. For example, maintenance, health and safety, cleaning, pantry, mailroom etc
• Condeco
  • Responsible for booking all meetings and visitors into the system and capturing all hospitality requirements.
  • Setting up new meeting rooms, hot desks, hot desk users, catering, equipment on Condeco.
  • First point of contact for any issues with the Condeco system.
• Logging and liaising with IT and Condeco for any issues that cannot be resolved in- house.
• Provide first line assistance with meeting room AV kit.

Workplace

• Be a physical presence in the office throughout the day.
  • Conduct regular walk rounds of the floor:
  • Assist employees with any general office enquiries or issues.
  • Ensure hot desk bookings and visitors (on Condeco) match with who is in the office and where they have sat and approach anyone as required.
• Assist the OM with health and safety related matters and escalate any issues as per the process.
• Ensure the office is clean and tidy and that the Hub area is always looking fresh. Stock the Hub daily with catering items,
• Ensure a thorough understanding of HL measures and processes (which will change regularly) and be on hand to assist staff with any questions.

Invoicing

• Review incoming invoices for approval; check for accuracy and verify across business, including assigning relevant cost/project codes.
• Review the Invoice reconciliations.
• Liaise with the London Finance team to report any issues in a timely manner.

ESG

• Help the OM drive engagement and wellbeing activities for employees.
• Assist and help set up events on site (or employee events off site).
• Help drive the HL sustainability agenda in Manchester.
• From time to time the role may be asked to get involved in ad-hoc project work.

Basic Qualifications

• Good understanding of Microsoft Office and Excel required.
• At least 3 years' experience working in guest services, reception or hospitality in a 5-star environment.
• Highly personable and people focused individual with experience in delivering 5-star service standards - going the extra mile is an everyday occurrence that comes naturally.
• Experienced problem solver, diligent, detailed and thorough
• Acts with integrity and understands the importance of confidentiality - does not engage in office gossip.
• Enjoys being part of a team and contributes enthusiastically to meetings and forums.
• Must take pride in their work and encourage others to always do their best.
• Enjoys process and able to implement new processes where required.
• Approaches their work with diligence and attention to detail. Positive attitude, resilient and self- motivated.
• Excellent communication skills.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.


Location: Manchester, GB

Posted Date: 10/4/2024