Workplace Host (Part-time) Ref: VN504 London
About Us
Macro is a recognised global specialist in facilities management, providing cutting-edge services to some of the most prominent brands offering workplace design, helpdesk services, interim property management, and providing solutions to making buildings healthier, smarter and sustainable by using advanced technological solutions.
We are driven by a commitment to excellence in everything we do. Our values—Drive for Better, Delight Customers, Do What’s Right, and Develop People—shape our culture and guide our decision-making. Our strategic priorities focus on Everyday Excellence, Outstanding Experience, and Everlasting Impact.
Join our team to contribute to an organisation that prioritises innovation and technology. Experience the perfect blend of opportunity and community, where you will benefit from a supportive and people-focused culture.
About the Role
In this role, you will provide a highly professional and efficient client reception, office support, and facilities service to our client.
Main Responsibilities
Receive and welcome all visitors and clients to the office reception in a professional and welcoming manner.
Operate the telephone switchboard, ensuring all telephone calls are answered in a professional and timely manner.
Ensure that the office area is kept neat and tidy and that any publicity material within the reception area is up to date and available
Sort incoming mail, ensure outgoing mail is collected, and arrange courier collections / deliveries where required and recorded.
Ensure all reprographic machines remain in good working order, providing a consistent service and troubleshooting where possible and escalating to the provider when necessary.
Maintain meeting rooms and set up for functions.
Ensure that catering provision is provided and that any consumables are always available at the tea point /social space.
Check, order, and maintain stock of all stationery and office supplies.
Manage vendors to ensure cleaning, catering and general office standards are maintained to the required level.
Manage local sub-contractors and liaise with building management for both planned and reactive maintenance works.
Adopt a proactive approach to all duties and requests and be flexible enough to respond to ad hoc requests as they arise.
Contribute to the provision of monthly KPI reports.
Assist in maintaining and adhering to the company’s monthly/quarterly reporting requirements through PRISM and mandatory audit requirements.
Ensure maintenance and upkeep of the site operations file and central filing in line with Macro’s Quality Management System procedures and systems.
Ensure health and safety compliance, report issues, and resolve all non-compliances.
Proactively contribute to First Aid, Security and Fire Safety requirements as appropriate.
Complete periodic workplace inspections on all areas, maintaining HSE standards.
Provide a customer-focused service that engenders positive client and colleague relationships.
Demonstrate attention to detail and ownership of the processes relating to areas of responsibility.
Continually support and promote team working within the wider Macro team and the supply chain partnerships.
Establish and maintain good working relationships with the Client team.
Detect and, where possible, resolve any problems or complaints within the bounds of own knowledge and experience, while also making appropriate decisions about when to escalate issues as required.
Please note that this is a part-time role, working 20 hours per week.
About You
The ideal candidate should have:
* Previous experience working as a facilities assistant or receptionist in a busy corporate environment. Facilities Management experience would be advantageous.
* Excellent communication skills and telephone manner.
* Fluent in English language, both written and spoken.
* Well presented at all times and willing to wear a uniform if required.
* Ability to work effectively in a team environment.
* Strong time management skills and the ability to manage conflicting priorities.
* A strong commitment to delivering exemplary customer service.
* Problem solving skills and the ability to make appropriate decisions.
* Computer literacy, including proficiency in standard word processing and spread sheet software.
* Ability to manage multiple tasks simultaneously in a demanding office environment.
* Secondary education qualification or Diploma
Desired
* Previous experience of working in an outsourced contract environment.
* Knowledge of Health, Safety and Environment.
* Occupational First Aid Certification
Diversity Statement
We want to create a workplace where everyone feels safe to bring their whole selves to work. We recognise that every individual has different needs. This is Me is Macro’s EDI campaign, a commitment to understanding and supporting those needs, both professionally and personally.
Our aim is to help identify and acknowledge individual needs that may impact work-life experience. It’s about being proactive, learning from one another, and creating a supportive space that encourages growth and productivity