Team Assistant

ABOUT US
tms unites technology, marketing, and sourcing to drive transformational change for the world's leading brands. With 1,200+ employees across 26 countries, we offer an impressive range of solutions - from inspiration and innovation to category management and delivery.
Operating as a creative agency, a strategic consultancy, a sourcing business, and a technology provider, we engage with over 110 million customers every single day for our clients, including McDonald's, T-Mobile, O2, Starbucks, and adidas.
Most importantly, we're a place where you can achieve great things, and be recognized as the best.
WHAT MATTERS THE MOST
Breakthrough, business-driving ideas come from extraordinary people with the freedom to be their most authentic selves at work. Authenticity and diversity are critical elements of our business. They can only be realized when we create access and equity for all. We foster a culture of inclusion and belonging and aspire to be ever-evolving.
tms is a place where brilliant people are better together. If you want your ideas to be heard and to contribute to a culture of inclusion and authenticity, bring us your voice! Visit us at tmsw.com .
Role Summary
If you are a proactive, detail-oriented individual with a passion for providing exceptional administrative support, we encourage you to apply for this exciting opportunity to support our administration and facilities departments.
You will be confident and have the ability to build relationships internally across the tms & Havi functions. Internal relationships will span all the teams, as well as with the Coordination Team and external relationships with our service providers.
You will bring a proactive, positive, "can do" and flexible attitude. You are passionate about what you do, taking on every task with energy and enthusiasm!
You will bring a sense of fun within the agency and establish yourself as a positive ambassador.
Primary Responsibilities
Facilities

• Assisting with security including issuing/replacing access passes
• Organising all UK and international couriers and dealing incoming and out-going post
• Checking main reception number on a daily basis for voicemails and forwarding on as necessary
• Proactively manage the coordination of office operations, including:
  • Managing office supplies
  • Ordering furniture and equipment
  • Keeping the office tidy
  • Ensuring the relevant equipment is available in meeting rooms

• Checking invoices for Finance on a weekly/monthly basis and raising purchase orders
• Storage room management - ensure it is tidy, boxes are labelled and items are sent/recalled from offsite storage in a timely manner
• Post - chase those who have deliveries and making people aware of incoming post

• Being on hand to deal with minor office issues and liaising with the weekly engineer regarding faults
• Assist with management of WorkRite workstation risk assessments on an ad hoc basis and coordinating WFH equipment for staff

• Support with the quarterly emergency text system

• Communicating via email with the business
• Ad-Hoc support for the Facilities Manager including processing monthly expenses
• Fire warden and First Aid responsibilities, including replenishing stock in first aid kits

Administration

• Overflow travel booking
• Event support for internal and client meetings
• Meeting room management, point person for the London office
• Expenses for Campaign Assistants (to be dealt with in a strict timely manner)
• Providing support for EA and coordination team

Skills and Experience We Would Like You To Have

• Proven experience as a Team or Office Assistant or in a similar role
• Strong organisational and time-management skills
• Ability to prioritise and manage multiple tasks simultaneously
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite and other relevant software
• High attention to detail and accuracy