Reception & Facilities Coordinator

• Manage incoming enquiries via telephone, email, and other media, using internal IT systems to direct calls appropriately
• Greet and assist visitors, ensuring they have a seamless experience while on-site
• Provide support for meeting room bookings and coordinate on-site catering as required
• Assist employees and visitors with courier, hire car, taxi, and travel arrangements
• Maintain the reception, meeting room, and kitchen areas to ensure a clean and professional environment
• Process incoming and outgoing post via Royal Mail and DHL services
• Provide printing, binding, and other mailroom-related services
• Regularly review and improve reception and facilities operations based on feedback and business needs
• Monitor site facilities to ensure they are maintained to a high standard and comply with Health & Safety regulations
• Respond to facilities-related queries, liaising with building management and relevant teams as needed
• Coordinate third-party vendors to manage facilities needs, including maintenance, repairs, and cleaning
• Oversee workstation allocation and hotdesking arrangements across all office locations
• Provide facilities support to additional office locations as required
• Lead the planning and execution of key company events, ensuring project plans, budgets, and logistics are effectively managed
• Support employee well being and corporate social responsibility initiatives such as medical check-ups, seasonal flu vouchers, and fund raising efforts
• Assist senior stakeholders with logistical coordination for external meetings, client entertainment, and training events
• Provide general administrative and project support, including expense processing, customer and supplier communications, and HR-related administrative duties
• Assist with interview bookings, training coordination, and onboarding/offboarding processes
• Act as a First Aider and Fire Warden, ensuring compliance with safety regulations
• Conduct online and in-person workstation assessments, addressing risks and implementing necessary solutions
• Support the maintenance of First Responder lists and the coordination of training sessions
• Assist in ensuring all office safety measures are in place and up to date

• Proven experience in office administration, facilities management, or front-of-house roles
• Friendly, welcoming, and professional demeanour with excellent communication skills
• Strong customer service skills and ability to work collaboratively within a team
• Proficiency in Microsoft Office (Outlook, Teams, Word, Excel)
• Highly organised, with strong multitasking and time management skills
• Attention to detail, accuracy, and a proactive approach to problem-solving
• Trustworthy and able to handle confidential information with discretion
• Adaptable and flexible, with a solutions-focused mindset
• First Aid at Work and Fire Warden qualifications (or willingness to obtain these, company-funded)

First Aid at Work and Fire Warden qualifications (or willingness to obtain these, company-funded)