Receptionist/Facilities Administrator

Our international client requires an experienced Receptionist/Facilities Administrator to join their team on a rolling contract basis to commence in October 2025.

Responsibilities:

• Presenting a professional front-of-house corporate image to callers, visitors, and staff.
• Answer incoming telephone calls, greet visitors, and provide customer support.
• Assist Facilities where appropriate, including managing mail-ordering, stationery, and lunches.
• Liaise with local uniform suppliers on new orders and uniform deliveries.
• First point of contact for staff reporting building/landlord issues to Helpdesk and maintaining records of such reports.
• Arranging travel: taxis, couriers, and supporting Facilities where necessary with hotel bookings and flight bookings.
• Ad hoc administration duties for Facilities Manager and Department Managers, assisting with ad hoc projects.
• Taking hospitality bookings for internal and external meetings and informing IT when AV equipment is required.
• Monitoring Facilities and reception mailboxes.
• First point of contact for staff requesting service from our off-site records management service provider.

Daily duties will include, but are not limited to:

Answer incoming calls in a professional, courteous, and helpful manner, redirecting them to the appropriate telephone numbers.

Vetting calls so that the no-name policy does not result in a caller being unnecessarily turned away.

Announce calls when transferring a call.

Check messages from the nighttime voicemail mailbox

Greet visitors in a professional, courteous, and helpful manner.

Ensure all guests and visitors sign in and receive guest badges.

Notify employees of guest and visitor arrivals.

Handle incoming deliveries to the front desk and distribute/ arrange courier shipments/same day/overnight.

Sort mail in the morning, collate mail throughout the day in readiness for collection.

• Assist the Facilities Manager in sourcing and ordering stationery, sundry office supplies, including water, and catering.
• Book taxis for internal and external customers.
• Ordering the collection and delivery of records from our off-site archive management service supplier and managing the process generally.
• Assisting Facilities Manager with informing building maintenance of requests (e.g., air con). Monitor and log requests through Facilities.
• Monitor and control car parking in conjunction with Security.
• Liaise with cleaning/security teams and report issues to the Facilities Manager.
• Support Facilities and departments with general administration duties and ad hoc projects as required.
• Perform clerical functions as required: word processing, mail, filing, organizing, and photocopying.
• Handle routine correspondence in the office.

Relationships

• Report to the Facilities Manager
• With all UK employees
• With all external visitors

Desirable Qualifications and Experience

• Previous reception and administration experience
• Good PC Skills
• Good communication and customer service skills

Hours: 8.00 a.m. to 3.00 p.m., Monday to Friday

On-site role

Parking is available

Role to commence October 2025

Interested/ Please apply