ABOUT THE ROLE
Job Title: Customer Service and Reception Coordinator
Reporting to: Office Manager
Location: Dundee, United Kingdom
Ways of Working: Office based
Contract Type: (Full-time - Permanent Contract)
DC Thomson is hiring for a Customer Service and Reception Coordinator for our office in Dundee.
ROLE PURPOSE
To provide a professional, welcoming and efficient front-of-house service while supporting the effective day-to-day operation of DC Thomson offices through customer service, reception, mailroom and administrative activities. In this role you will be the first point of contact in our iconic office in the city centre and will be a key part in delivering a positive experience for visitors, customers and colleagues, while supporting wider facilities and office operations.
KEY RESPONSIBILITIES
Customer Services & Reception
* Act as the first point of contact for visitors, customers, colleagues and external stakeholders, delivering a high-quality, professional front-of-house service.
* Greet all visitors promptly and respond to enquiries in a friendly, courteous and professional manner, ensuring a consistently positive customer experience.
* Welcome visitors, ensure they are signed in, issued visitor passes, provided with relevant health and safety information and offered appropriate hospitality.
* Issue, control and manage temporary staff, contractor and visitor passes in line with site procedures.
* Operate the main switchboard, placing, receiving and transferring calls accurately and efficiently.
* Notify hosts promptly of visitor arrivals and manage waiting areas effectively.
* Maintain a clean, tidy and professional reception and front-of-house environment at all times.
Mailroom, Deliveries & Pool Car Support
* Manage incoming and outgoing mail, including sorting, distribution and dispatch.
* Coordinate courier bookings and oversee deliveries and collections.
* Support parcel handling arrangements in line with agreed procedures and site requirements.
* Liaise with colleagues, suppliers and couriers to resolve mail and delivery queries.
* Manage pool car keys and support basic administration relating to pool car use.
Administration, Events & Office Support
* Provide administrative support to the Office Manager / Facilities team as required.
* Manage room bookings, support room set-ups and assist with catering and hospitality requests.
* Take catering requests, order lunches and liaise with internal or external catering providers.
* Assist with organising internal meetings and events to ensure smooth delivery.
* Assist with ordering and monitoring office supplies and consumables.
* Maintain accurate records and logs (e.g. visitor logs, delivery records) in line with company procedures.
Customer Transactions & Stock Support
* Process customer transactions (e.g. merchandise sales, photo sales, advertising orders or other payments) accurately and in line with procedures.
* Maintain appropriate records of payments and transactions.
* Monitor stock levels for customer-facing items or merchandise and reorder as required.
Building, Facilities & Ways of Working Support
* Support the smooth operation of shared office spaces by monitoring standards and reporting issues relating to cleaning, maintenance or facilities.
* Act as a point of contact for day-to-day queries relating to office use and communal areas.
* Support changes to office layouts, ways of working or processes as required.
Health, Safety & Compliance
* Ensure visitors comply with site security and health and safety requirements.
* Follow all relevant policies, procedures and operating standards.
* Escalate health, safety, security or facilities concerns promptly to the appropriate team.
* Act as a local point of contact for First Aid and Fire Marshal arrangements, where applicable.
Requirements
SKILLS & EXPERIENCE:
* Essential: Customer service support, business administration, service desk & incident routing, information management, communication.
* Proficiency in Microsoft Outlook, Teams and other Microsoft O365 applications
* Desirable: Facilities support/workplace operations, financial transaction management
BEHAVIOURS:
* Customer-focused with a strong commitment to delivering a positive experience.
* Works collaboratively and supports colleagues across teams and locations.
* Demonstrates flexibility and adaptability to changing business needs.
* Takes ownership and accountability for delivering a high standard of service.
* Acts with professionalism, care and attention to detail at all times.
ADDITIONAL INFORMATION:
The role may evolve in line with changes to office operating models, facilities arrangements and business requirements. Flexibility and a willingness to support a range of duties across customer service, reception, mailroom and administration are essential.
To apply for this role, please follow our online application process and submit a CV and cover letter.
Closing date for applications: March 31, 2026 at 12:00noon