URBN Office Assistant (Part-Time) Job at London Full Time

URBN UK Limited is part of the URBN Group, a global retailer, with its European Head Office located in London. Its retail offering in Europe takes the form of three brands.

With stores in more than 10 European countries and a strong e-commerce presence, we’re driven by the same core values as our customers, and we approach our work with a sense of community and purpose that sets our brands apart. We love what we do.

Role Summary:

What You’ll Be Doing:

• Greeting visitors and directing them to the right person, utilising the URBN Visitor Management software
• Owning & maintaining the reception, conference rooms, bar & kitchen area, setting best practices guidelines, and ensuring they are adhered to
• Checking and receiving courier parcels and other incoming packages
• Sorting and distributing incoming mail for all brands, franking outgoing mail
• Ordering supplies, including stationery, business cards and headed paper as necessary
• Supporting with office maintenance; liaising directly with contractors to resolve them
• Collaborating with Facilities/Development team on Health & Safety and Green Initiatives
• Regular fire alarm test as required/instructed
• Supporting Office Manager in ensuring Health and Safety standards are upheld at all times throughout the building
• Supporting Office manager with updating and maintaining COSHH registers
• Supporting Office Manager to manage the key holder list, managing check-in & check-out of keys to personnel
• Support in co-ordination of any logistics, capital & project workload across the office
• Supporting across our other office locations as required

• Create and update access cards for all office users
• Assist Office Manager with communications to HO via various email accounts and Slack
• Updating access control, discount card and contact sheet with new starters and leavers
• Manage satellite areas to a high standard
• Utilise and update Delivery Management system
• Diary Management of the executives where required
• Other general administrative tasks for executives as needed, i.e. expenses, booking travel, and any ad hoc / general executive support
• Organise room bookings for all nine meeting rooms and six meeting pods
• Upholding standards in Gym and Yoga rooms, ensuring a clean and comfortable environment is maintained
• Coding and reporting courier costs to Finance department
• Assisting Head Office employees with bookings for any Gym/Yoga events
• Ad hoc supports for departments when appropriate, i.e. group travel booking & coordination of travel, event support, general photocopying/prints, etc
• Co-ordinate building induction process for new starters
• Acting as a first point of contact for staff queries
• Supporting Office manager with planning and execution of Head Office events

What You’ll Need:

• Excellent communication skills
• Sense of urgency
• Ability to effectively manage workload and to work to deadlines and targets
• Highly organized and innately ‘tidy’ mindset
• Tenacity and eagerness to learn new skills
• Understanding of and ability to work within principles of equal opportunities, data protection and with regard for confidentiality
• Good user knowledge of Excel, Word and Outlook package

The Perks:

• Bring your dog to work

• Fully equipped free gym and on-site wellness room in Brick Lane and 50% discount of external gym memberships
• Private Medical Insurance

• Season ticket loan

Equal Opportunity Statement:

URBN is an Equal Opportunities Employer committed to diversity and inclusion. We provide equal employment opportunities regardless of age, sexual orientation, sex, gender reassignment, pregnancy, marital status, religion, race, or disability. We base all our employment decisions on merit, job requirements and business needs.