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.