Head Office Receptionist

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.

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