Workplace Assistant

Pinsent Masons

Job Description

Department: Facilities

Location: Dubai

Job Title: Work Place Assistant (3m FTC)

Hours of work: 9.00am to 6.00pm Sunday to Thursday. (Flexibility with working hours for this role is essential)

Reports to: Workplace Coordinator & Workplace Manager

Responsible for: N/A

Purpose of the role:

Responsible for assisting in the running of the office services within the Facilities Department working across multiple areas.

Main duties and responsibilities

Post, Courier, Fax, Stationery

  • The delivery and despatch of Mail, courier and associated incoming items to and from the office
  • Distribution of faxes electronically and hard copy
  • Archiving – preparing and packing boxes for archiving
  • Collection of urgent mail, courier and internal requests
  • Point to point collection and delivery of urgent items
  • Delivery of stationery requests as directed
  • Portering duties as and when required
  • Stationery management – monitor and refill stationery
  • Shredding of confidential documents
  • Collection of post from the post office

Print Management

  • Printing and copying as required
  • Toner replacement and first line maintenance of equipment
  • Reporting of issues to supplier for maintenance and repair
  • Scanning, binding and sending faxes
  • Maintaining office equipment (printers, copiers, fax machine etc.)

Office Maintenance

  • Maintaining office appliances (coffee machine, microwave, dishwasher etc)
  • Office furniture and fixtures
  • Electric wires and data cables
  • Replacing ceiling tiles and lights
  • Installing workstations
  • Assist in maintaining the cleanliness and orderliness of the pantry area and other areas of office
  • Cleaning of fridges
  • Liaise with third party contractors and suppliers for the procurement and/or general office maintenance

Meeting Room/Reception Service (Cover in CSA’s absence)

  • Check meeting rooms for water, glasses etc
  • Prepare and serve refreshments
  • Monitor & refill stock in the pantry (tea, coffee, sugar)
  • Set up meeting rooms with various layouts as required


  • Buy office supplies personally (occasionally) e.g. kettle, flat iron, blower, bed linens, etc
  • Coordinate with fellow WPAs for various requirements around the office
  • First point of contact for reported building and office related issues i.e. AC, lighting, power etc. Liaison with landlord for above
  • Work within Facilities Department and other departments within the office for operational procedures and legislative requirements
  • Office moves and furniture assembly
  • Ensure that the office environment are kept in a good working condition including but not limited to adequate room temperature, H&S standard etc
  • Any other reasonable request for tasks to meet business requirements

Person Specification

Relevant Experience

  • Relevant experience of working in a Facilities Department within a similar professional services environment preferable, training provided
  • Experience of working in Facilities department or similar environment
  • Punctuality and discretion

Key Skills

  • Ability to work both as part of a team and unsupervised
  • Good communication skills
  • Good level of English both written and spoken
  • Ability to work under pressure
  • Ability to use PC based departmental systems effectively
  • Ability to perform minor repairs

Personal Qualities / Behaviours

  • Good attention to detail
  • Highly motivated with a ‘can-do’ approach towards all given tasks
  • Adaptable to work in other areas of Facilities operations
  • Understanding of privacy and confidentiality

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