Receptionist & Office Administrator

Receptionist & Office Administrator – Nottingham

Job Description Summary

Provide a professional, friendly and efficient front-of-house service at the Nottingham Head Office while taking responsibility for the effective day-to-day management of the office environment.

Specific Responsibilities

• Act as the first point of contact for all visitors to Head Office, providing a welcoming and professional reception service and ensuring they are signed in and out in line with company procedures.
• Maintain the visitors’ register and ensure visitor compliance requirements are followed.
• Ensure the reception and front‑of‑house areas are clean, tidy and presentable at all times.
• Handle all incoming telephone calls, directing them to the appropriate extension and taking clear, accurate messages where required.
• Make outgoing calls when necessary.
• Maintain and update a daily log of key personnel onsite to support urgent contact requirements.

Facilities and Supplies Coordination

• Act as the first point of contact for facilities‑related issues, faults or maintenance concerns.
• Log, monitor and follow up facilities issues, liaising with landlords, contractors and service providers as appropriate.
• Coordinate maintenance works, repairs and site visits, ensuring disruption to the business is kept to a minimum.
• Ensure meeting rooms, kitchens and welfare facilities are maintained to a suitable standard.
• Order and maintain inventory of business cards.
• Manage the ordering and replenishment of office stationery, business card consumables and supplies through approved suppliers and ordering methods, managing proactively to avoid shortages.
• Maintain a cost‑effective and controlled approach to office purchasing.

Administration & Departmental Support

• Assist HR with administration tasks, including document preparation and general support.
• Support Credit Control with correspondence handling and record updates as and when required.
• Assist with Purchase Ledger and Vehicle Stock Book (contracts and service agreements for vehicles) as required.
• Coordinate meetings, including room bookings and refreshments.
• Carry out general clerical duties such as filing, scanning, photocopying and data entry.

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