Overview
Receptionist & Office Manager role at TheCityUK. This position reports to EA to CEO & Director, Administration.
Objective of role: To support the Company with the daily running of the reception desk and office, the operation of the meeting rooms and provision of all associated services.
Closing Date: Midnight on 26 September 2025
We reserve the right to close an advert early if we identify suitable candidates.
Key Activities & Responsibilities
General Reception Duties
* Act as the central point of contact for everyone across the organisation.
* Meet and greet visitors and guests in a professional manner and serve refreshments as required.
* Answer all incoming calls (internal and external) and direct callers to the appropriate person.
* Retrieve voicemails and direct messages to the appropriate staff member in a timely manner.
* Handle incoming and outgoing post, deliveries and couriers.
* Ensure meeting rooms are prepared and maintained for meetings, with the correct catering and equipment.
* Coordinate all meeting room bookings, including catering and AV requirements.
* Facilitate conference calls / hybrid meetings as required.
* Field and redirect enquiries as appropriate.
* Serve as the point of contact for suppliers and ensure office supplies and resources are restocked.
* Maintain and monitor office supplies inventory.
* Manage contracts and price negotiations with office vendors and service providers.
* Maintain office policies and manage health and safety procedures.
* Keep records of office expenditure and support GDPR/data protection compliance in relation to office operations.
* Undertake project work as required.
* Ensure filing systems are kept current and accessible.
* Coordinate packaging and deliveries with the team; liaise for collections as needed.
* Monitor housekeeping standards and ensure client areas are tidy and presentable.
* Printing, binding, copying and scanning as required.
* Liaise with PAs and Team Assistants and attend regular team meetings.
* Arrange taxis/travel as required and issue security passes for new staff and visitors.
* Perform any other ad-hoc duties as required.
General Administration and IT Responsibilities
* Support with team expenses and couriers.
* Manage relationship with CRM Dynamics, report faults, and ensure smooth operation with solutions.
* Ensure new staff receive CRM training and host regular CRM training sessions.
* Promote CRM usage and provide user support; maintain CRM database.
* Assist with onboarding, workspace setup, and induction for new starters; distribute IT equipment as needed.
* Maintain records of IT equipment, serial numbers, and issue/return equipment on staff departures.
* Set up laptops for new starters and ensure desks are equipped appropriately.
* Manage mobile phone contracts and issue/replace devices as required.
* Manage building access passes and lift passes per security protocols.
* Assist with company events and staff communications; provide cross-team support.
* Provide cover for the PA/Administration team as required and offer administrative support across the organisation.
* Provide tent cards for meetings and other general meeting support.
* Assist colleagues as needed.
Facilities
* Oversee day-to-day running of the office and maintain supplies, equipment and inventory.
* Maintain relationships with building managers, suppliers and colleagues; manage service contracts and ensure policies and procedures are up to date and adhered to.
* Act as main contact for landlords/building management; ensure compliance with health, safety and fire regulations.
* Conduct regular inspections and escalate issues; support staff with office-related needs (e.g., access cards, desk allocations).
* Organise wellbeing initiatives and team-building activities; maintain company records, licenses and certifications.
* Keep health & safety documentation and risk assessments up to date; lead initiatives to reduce waste and manage energy use.
* Engage staff through focus groups on office initiatives and share outcomes at town halls.
* Manage relationships with facilities suppliers (electricians, plumbers, pest control, etc.) for general office issues.
* Manage security-related tasks (e.g., security door reports) and oversee internal equipment (franking/coffee machines, etc.).
* Assist with office relocation planning and execution if required, including timelines, budget tracking and communications.
* Lead communications with staff to keep them informed during relocation; oversee space planning, desk allocation, storage and equipment procurement.
* Assist in setting up new office space to meet business needs, including facilities, health & safety compliance and reception services.
* Manage supplier relationships (removals, fit-out contractors, IT providers) to ensure a smooth transition.
* Arrange annual PAT testing and periodic fire safety reviews; liaise with fire safety providers where needed.
* Coordinate weekly Paper Round collections and additional collections as requested.
* Oversee internal phone system and re-programming when required; ensure Video Conferencing system is functioning and coordinate with the contractor as needed.
* Work with suppliers to ensure competitive pricing and move contracts where appropriate; collaborate with HR to ensure adequate fire marshals and first aiders are trained.
* Ensure franking machine is funded and serviced; manage fruit and dairy orders with cost considerations.
* Attend regular tenants meetings with the building manager and handle other ad-hoc duties as required.
Key Relationships & Interfaces
This role has a high level of interaction with all internal staff and external parties. The role holder should provide a professional, courteous and confident first point of contact on behalf of TheCityUK at all times.
Person Specification
* Great attention to detail.
* Warm, friendly, and customer-focused.
* Confident in dealing with senior stakeholders.
* Excellent written and verbal communication skills.
* Ability to multi-task and stay highly organised with strong prioritisation.
* Maintains a calm, positive outlook and flexible approach; willing to take on new tasks.
* Ability to use initiative and think outside the box.
* Competent in Microsoft Office packages including Outlook.
* Proactive and able to work with minimal supervision; willing to work additional hours as required.
* GCSE Grades A-C or equivalent skills and experience.
Values at TheCityUK
* Rigour
* Impact
* Agility
* Respect
* Teamwork
To find out more about our values and the standards of behaviour, please visit our webpage www.thecityuk.com/careers/
TheCityUK is committed to equal opportunities for all applicants regardless of race, gender, age, disability, religion, sexual orientation or gender. We are proud to be a disability confident committed employer and, as such, all disabled applicants who meet the minimum requirements of the job will be guaranteed an interview. Please advise at application stage or discuss in more detail at careers@thecityuk.com
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