We are seeking a professional, friendly, and highly organised Head Office Receptionist to be the first point of contact for visitors and staff. This role is pivotal in ensuring a welcoming and secure environment while supporting the smooth day-to-day operations of the site.
Duties and Responsibilities:
Front of House
* Meet & Greet guests at Reception.
* Manage the visitor booking system.
* Liaise with the landlord building Reception team.
* Manage the Reception and Office Services inbox.
* Answer Reception telephones.
* Keep Reception area clean and tidy.
* Ensure all digital displays are working.
Security and Site Access
* Daily administration of the Access control system.
* Manage the visitor access cards.
* Review Starter/Leaver forms and action when necessary.
* Print new cards when required.
* Assist with quarterly access control ‘Profiles & Cards’ audits.
* Liaise with the landlord Security team.
* Maintain card printer.
* Stock control and ordering security consumables.
Meeting Room Management
* Daily administration of Cloudbooking system.
* First line support for any AV equipment issues.
* Assist staff with meeting room bookings (Checking In, Queries)
* Carry out regular hosuekeeping checks throughout the day.
* Inspect meeting room furniture.
* Help with meeting rooms set up changes.
* Arrange moveable wall maintenance.
Health & Safety
* Assist with emergency evacuations and First Aid situations.
* Administration of Onsolve (Emergency evacuation communication tool).
* Carry out weekly H&S checks (on rotation with other team members).
* Carry out checks on defibrillators, ensuring battery and pads are in date.
* Assist with the collating of documentation for ISO audits.
* Order First Aid consumables.
Post and Courier Services
* Order couriers on request.
* Manage outgoing post.
* Sort and distribute incoming mail.
* Ensure all important corresponsdence is passed on to the relevant teams.
* Maintain delivery storeroom, ensuring that items are not kept too long.
* Reconcile monthly courier statements.
Office Support
* First line support for all FM related staff queries.
* Log and close tickets on department CAFM system.
* Order lunches on request.
* Consumable ordering (Stationery, Drinks supplies).
* Order staff business cards.
* Support the running of the office lease equipment (Coffee Machines/Printers).
* Assist with reactive maintenance, liaise with support company, react to alarms, leaks, etc.
* Assist with housekeeping and cleaning checks.
Administration
* Help reconcile monthly departmental credit card bank statements.
* Order stationery and catering consumables.
* Collate monthly site attendance data.
* Collate monthly meeting and desk booking data.
* Raise PR’s and PO’s on SAP.
* Goods Receipt invoices.
* Maintain departmental budget tracker.
* Assist the Facilities Manager with collating budget data.
General Support
* Provide cover and support to Facilities Manager and Facilities Assistants.
* Ad Hoc support to FM functions at UK offices and locations.
* Provide back-up support for company leased vehicle administration.
Undertake any reasonable duties and tasks as required by the Facilities Manager and the Head of Real Estate & Facilities for North Europe
Job Skills, Experience and Qualifications:
Key Skills & Experience
Essential Requirements
* At least 2 years Reception experience in a corporate environment.
* Experience working with access control systems.
* Intermediate IT Skills (Outlook, Excel, Word, Power Point).
* Fire Warden responsibilities (Training provided).
* First Aider responsibilities (Training provided).
* Experience working with SAP.
* Experience working with CAFM (Computer Aided Facilities Management) software.
* Intermediate IT Skills (Outlook, Excel, Word, Power Point).
* Creating high level reports using Excel and Power Point.
* Good written and verbal communication skills.
* Proactive in anticipating office requirements.
* Ability to prioritise workload.
* Strong team player.
* Ability to interact effectively with all levels of personnel, both within and outside of the company.
Desirable
* Experience of office move and relocation work.
* Experience of Security processes and protocols.