Receptionist / Facilities Assistant
Location: Portsmouth
Contract Type: Full-Time, Temp to Perm
Hours:8am - 5pm
About the Role
We are seeking a professional, organised, and customer-focused Facilities Assistant to join a busy workplace team in Portsmouth. This is an excellent opportunity for someone who enjoys a varied role, takes pride in delivering exceptional customer service, and thrives in a fast-paced office environment.
As a key member of the facilities team, you will help ensure the smooth day-to-day operation of the workplace, acting as a central point of contact for employees, visitors, contractors, and service providers. You will play an important role in maintaining a safe, welcoming, and efficient working environment.
Key Responsibilities
- Answer and manage incoming calls in a professional and courteous manner, providing excellent customer service at all times.
- Maintain switchboard records and reporting information.
- Coordinate incoming and outgoing mail, parcels, courier deliveries, and recorded/special deliveries.
- Act as the main point of contact for postage and courier-related queries.
- Track incoming and outgoing goods and support invoice and courier administration.
- Liaise with landlord and client representatives to ensure building services are delivered effectively.
- Support visitor management processes and ensure contractors and visitors comply with site security requirements.
- Conduct daily building inspections and meeting room checks, recording actions and escalating issues where required.
- Assist with meeting room and event setup requests.
- Monitor and maintain kitchen, breakout, and communal areas, ensuring they remain clean, stocked, and presentable.
- Replenish washroom and kitchen consumables throughout the day.
- Carry out monthly workplace inspections and weekly cleaning quality audits.
- Ensure notice boards and workplace signage are maintained to a high standard.
- Manage stationery supplies and maintain stock records.
- Support planned preventative maintenance (PPM) activities and contractor attendance.
- Manage access cards, staff lockers, and related administration.
- Attend regular team meetings and coordinate handovers with evening cleaning teams.
- Follow all health, safety, environmental, and emergency procedures.
- Report accidents, incidents, hazards, and concerns promptly.
- Maintain a safe, tidy, and professional workplace environment.
About You
To be successful in this role, you will have:
- Previous experience in a facilities, reception, workplace, hospitality, or customer service environment.
- Excellent telephone, verbal, and written communication skills.
- Strong customer service skills with a genuine desire to deliver a first-class experience.
- Good IT skills, including experience with data entry and Microsoft Office applications.
- Strong organisational skills and attention to detail.
- The ability to prioritise tasks and manage a varied workload.
- A proactive, flexible, and team-oriented approach.
- A professional and approachable manner when dealing with colleagues, visitors, and contractors.
What You'll Receive
- A varied and rewarding role within a professional workplace environment.
- Opportunities to develop your skills within facilities and workplace management.
- Supportive team culture with ongoing training and development.
- The chance to work in a role where no two days are the same.
If you are passionate about customer service, enjoy building relationships, and take pride in creating a positive workplace experience, we would love to hear from you.