Job Description
Facilities Co-Ordinator / Receptionist
High Wycombe
Competitive Salary
Permanent, Part Time
We are looking for a professional and approachable Facilities Co-ordinator / Receptionist to ensure the smooth running of our Head Office to join us on a part time basis.
As the first point of contact for visitors and staff, you will provide a welcoming and professional reception service. Alongside this, you will take ownership of facilities coordination within our Head Office building, ensuring maintenance, compliance and supplier management are delivered efficiently and to a high standard.
This is a varied and hands-on role that requires excellent organisational skills, strong communication, and the ability to manage multiple priorities.
The role is based at our Head Office in High Wycombe town centre, working 3 days per week, :30, Monday, Tuesday & Wednesday.
Key Responsibilities
Reception & Front of House
* Greet visitors, manage sign-in procedures and provide refreshments
* Handle incoming calls, emails and enquiries professionally
* Manage meeting room bookings and catering arrangements (including Board meetings)
* Coordinate couriers and manage incoming deliveries
* Manage stationery orders and office supplies
* Process post (incoming and outgoing) including franking
* Raise purchase orders and liaise with Accounts Payable
* Maintain a tidy, professional reception and communal areas
* Support car park management and maintain accurate records
Facilities Coordination
* Act as the main point of contact for building maintenance issues
* Liaise with contractors and service providers (cleaning, security, alarm systems, PAT testing, fire systems, etc.)
* Maintain contractor schedules and ensure servicing and compliance checks are up to date
* Conduct regular internal fire alarm testing and emergency checks
* Ensure first aid and fire marshal compliance in partnership with the H&S team
* Monitor legionella testing, emergency lighting, fire extinguishers and alarm servicing
* Review supplier contracts to ensure best value and timely renewals
* Maintain accurate compliance and maintenance records
* Support out-of-hours access for planned maintenance when required
Business Support
* Book cost-effective travel and accommodation
* Provide administrative support to HR and other departments
* Assist with company credit card reconciliations
* Order sundry items and office/kitchen supplies
* Arrange staff gifts or flowers as appropriate
* Provide ad hoc support across the business when required
We are looking for someone who is:
* Positive, confident and approachable
* Calm under pressure with the ability to multitask
* Highly organised with strong attention to detail
* Professional with an excellent telephone manner
* IT literate (Microsoft Office essential)
* Proactive and solution-focused
* Punctual and reliable
* Well-presented with a smart appearance
Fire Warden and First Aider training (or willingness to undertake training) would be advantageous.