Receptionist & Workplace Services Administrator (1 Year contract - Monday to Thursday))

Job description

Maven is a market-leading proprietary trading firm deploying its own capital across discretionary, systematic, and market-making strategies. Backed by deep expertise in trading, technology, and research, we are relentlessly focused on improving liquidity across global listed derivatives. Through advanced execution and pricing technologies, we improve how financial markets operate. We are seeking an experienced WPS Facilities Supervisor to own and manage the daily operations of our London office, ensuring it is a safe, efficient, and exceptionally well-maintained environment for our team. This is a critical, hands-on role focused on internal operations, facilities management, and employee support. You will be the go-to person for the behind-the-scenes work that powers our workplace. **Important Note:** This is not a front-office role (Monday to Thursday - 1 Year contract) **Role Responsibilities:** **Workplace Operations** - Monitor the Workplace Services (WPS) inbox, responding to queries and coordinating requests. - Conduct daily checks across office floors to ensure systems, equipment, and spaces are functioning correctly. - Communicate with HR, IT, and other teams regarding office issues or maintenance needs. - Organise and audit critical spare parts, keeping stockrooms tidy and accessible. - Send new starter communications and provide WPS introductions and office information. - Support onboarding and offboarding by allocating desks and lockers, coordinating with Front of House. - Conduct desk and space audits, identifying faults and ensuring allocations remain accurate. - Submit weekly catering numbers and assist with workplace service arrangements. - Represent WPS at relevant committee meetings. - Support workplace events such as summer and Christmas parties. **Facilities Management** - Identify, log, and report faults or maintenance issues to contractors or building management. - Respond promptly to reactive tickets and requests (temperature, lighting, power, office faults). - Coordinate planned preventative maintenance (PPM) schedules and contractor site visits. - Liaise with third‑party suppliers and building management to arrange service access. - Ensure contractor documentation and Permits to Work are submitted and logged. - Review contractor job reports and follow up on repairs or parts ordering. - Support contract management, including renewals and documentation. - Run monthly security access reports and work with HR to review user access and attendance. - Log contractor attendance and service records for all site visits. - Support weekend works, powerdowns, and essential out‑of‑hours activities. - Prepare workplace spaces for powerdowns, desk moves, and operational changes. - Assist with workspace reconfiguration and desk move projects. - Attend key PPM visits to ensure compliance and alignment with internal teams. **Health & Safety** - Conduct regular floor inspections and monitor first aid supplies. - Assist with risk assessments and general safety compliance. - Manage communications related to emergency fire evacuations. - Attend quarterly tenancy meetings with building management. **Administration & Financial Processes** - Track and process supplier invoices, receipts, and administrative documentation. - Work with Finance to manage team credit card expenses and ensure timely receipt submission. - Raise and amend purchase orders and maintain the WPS PO log. - Support contract administration and renewal tracking. - Provide reception cover during breaks and annual leave, including greeting visitors and supporting meeting room needs. - Assist with meeting room setups and event coordination. **What You Need:** - Strong Excel skills (intermediate to advanced). - Comfortable using AI tools to streamline reporting, documentation, and operational workflows. - 2–3 years’ experience in facilities, workplace operations, or building services. - Understanding of Building Management Systems (BMS) and workplace systems. - Mechanical or engineering aptitude, with the ability to troubleshoot basic M&E issues. - Knowledge of health and safety compliance, including risk assessments and fire safety. - Experience coordinating contractors, PPM schedules, cleaning and catering staff and vendor relationships. - Strong organisational skills with attention to detail and the ability to manage multiple priorities. - Clear communication skills and confidence working with internal teams, contractors, and building management. - Proactive, solutions‑focused approach with an interest in improving processes and operational efficiency. - Utilising AI for task automation and to improve general efficiency - Relevant certifications (advantageous but not always required): - IOSH or NEBOSH - First Aid or Fire Marshal - BMS or building services training - Understanding of building operations — lifts, HVAC, electrical systems, fire panels, and access control. **What We Offer:** - A great environment whereby technology is key to our success - The upside of a start-up without the associated risks - Friendly, informal and highly rewarding culture - A fast-growing global firm with plenty of opportunities where you will have a significant impact