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, 08.30 - 17:30, 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