Job Title:
Receptionist & Office Manager
Reporting to (Job Title):
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
* As the Receptionist and Office Manager you are expected to be the central point of contact for everyone across the organisation
* Meet and greet visitors and guests in a professional manner and serving refreshments as required
* Answering all incoming calls both internal and external, and direct the caller to the appropriate person
* Retrieving voicemails and directing the message to the appropriate member of staff in a timely manner
* Handle incoming and outgoing post, deliveries, and couriers.
* Ensure that all meeting rooms are correctly set up ready for each meeting. Rooms should be cleared down from the previous meeting, clean and tidy, with the correct catering and equipment ready for the start of the meeting
* Coordinate all meeting room bookings, processing incoming telephone and e-mail requests including catering and AV requirements
* Facilitation of conference calls / hybrid meetings as and when required
* Fielding and redirecting enquires as appropriate
* Handling all incoming communications (telephone calls, post, courier and deliveries)
* Point of contact for suppliers and ensuring office supplies and resources are restocked
* Maintain and monitor office supplies inventory
* Manage contract and price negotiations with office vendors and service provides
* Maintaining office policies and managing health and safety procedures
* Keeping records of office expenditure
* Support data protection/GDPR compliance in relation to office operations.
* Project work as and when required
* Ensure filing systems are maintained and current
* Ensure prompt liaison with the team for the collection of packages, deliveries etc
* Monitor housekeeping standards and ensure that all client areas are kept tidy and presentable
* Printing, binding, copying and scanning
* Liaising with the PAs and Team Assistants and attending regular team meetings
* Booking taxis/arranging travel as required
* Issuing security passes for new staff members/visitors
* Any other ad-hoc duties that may be required
General Administration and IT responsivities
* Support with team expenses.
* Arranging couriers.
* Managing the relationship with CRM Dynamics.
* Reporting faults with the CRM database ensuring it is running smoothly and finding solutions to issues.
* Ensuring new members of staff are receiving CRM training via CRM dynamics.
* Host regular training sessions for CRM users and super users.
* Promoting the use of the CRM system internally ensuring all colleagues are using the database and provide assistance when issues arise.
* Maintenance of CRM database.
* Assisting with registering event responses on CRM and responding to members, as needed.
* Working closely with Publicus Solutions to ensure new starters laptops are programmed and configured
* Assist HR with onboarding, workspace set-up, and induction for new starters. Sending out IT equipment to new starters if they are not in the office.
* Keeping a record of all IT equipment and the serial numbers ensuring a log is kept and equipment is issued and returned when colleagues depart.
* Setting up laptops for new starters and ensuring desks are equipped for.
* Managing the phone contracts with the mobile telephone suppliers and issuing phones to new starters and ordering replacements for colleagues.
* Managing building access passes and lift access passes with Fitzwilliam House in line with security protocols
* Assist with company events and staff communications as required.
* Ad-hoc cross-team support as required.
* Cover for the PA / Administration team as and when required.
* Provide administrative support across the organisation as and when required.
* Tent cards for meetings and other general meeting support.
* Assisting colleagues as and when required.
Facilities
* Oversee the smooth day-to-day running of the office.
* Maintain office supplies, equipment, and inventory.
* Maintaining a relationship with the building managers, suppliers and colleagues.
* Manage service contracts (cleaning, maintenance, utilities, etc). Ensure office 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 of the office environment and escalate issues.
* Support staff with office-related needs (e.g., access cards, desk allocations).
* Organise wellbeing initiatives, and team-building activities as and when required
* Maintain company records, licenses, and certifications.
* Keep health & safety documentation and risk assessments up to date.
* Lead initiatives to reduce waste, improve recycling, and manage energy use.
* Engage with staff through focus groups on office initiatives and share outcomes and updates at town halls.
* Managing the relationships with key facilities suppliers such as electricians, plumbers, pest control and building maintenance regarding general office issues.
* • Manage the security door reports ensuring there is no security breach.
* Overseeing internal equipment e.g., franking machine, dishwasher, fridges, coffee machines etc.
* In the event of an office relocation:
* Support the management in planning and executing the move, including timelines, communications, budget tracking and other tasks relating to the move.
* Lead communications with staff to keep them informed and supported throughout the relocation process.
* Oversee logistics such as space planning, desk allocation, storage solutions, and equipment procurement.
* Assist in setting up the new office space to meet business needs, including facilities, health & safety compliance, and reception services.
* Manage supplier relationships (e.g. removals, fit-out contractors, IT providers) to ensure a smooth transition.
* Arranging annual PAT testing.
* Scheduling a fire safety review every five years and ensuring the findings are implemented.
* Fire extinguishers annual check and liaising with Chubb.
* Coordinating Paper Round weekly collections and organising additional collections as and when requested.
* Managing the internal phone system and re-programming when required.
* Ensuring the Video Conferencing system is functioning and ready for use and managing the day-to-day contact with the contractor resolving issues as and when required
* Working with suppliers to ensure the pricing is competitive and moving contracts where appropriate.
* Working with HR to ensure TheCityUK has the correct number of fire marshal's and first aiders trained
* Ensuring the franking machine is in credit and serviced.
* Ordering Fruit and dairy orders ensuring the costing is competitive.
* Attending regular tenants meetings with the building manager.
* Other ad-hoc duties.
Key Relationships & Interfaces
This role has a high level of interaction with all internal staff and external parties. In many cases, this role holder will provide the first line of contact on behalf of TheCityUK so a professional, courteous and confident approach is essential 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.
* Highly organised with ability to prioritise.
* Calm with the ability to work under pressure.
* Maintains a positive outlook and flexible approach.
* Willing to get involved with new tasks.
* Ability to use initiative and 'think outside the box'.
* Competent in all Microsoft Office packages including Outlook.
* Proactive and able to use initiative.
* Willing to work additional hours as & when required.
* GCSE Grades A-C/relevant skills and experience
Values at TheCityUK
These core set of values are essential for effective performance in our company and provides a common purpose as to how we deliver our work on a daily basis.
* Rigour
* Impact
* Agility
* Respect
* Teamwork
To find out more about our values and the standards of behaviour, please visit our webpage
Equal Opportunity
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 as set out in the job description and person specification will be guaranteed an interview. Please advise at application stage or discuss in more detail