The role is for a Reception and Facilities Assistant to work as part of a diverse team in a busy and fast moving Facilities resource covering a range of general business, reception and general office duties. The role will require the ability to switch between tasks quickly to support a dynamic internal customer base. This is an office-based role so you will need to be in the office five days per week.
Roles and Responsibilities
As a Reception and Facilities Assistant, you will be expected to assist the Facilities Resource as a whole. Tasks will be divided up each week, depending on tasks, work-loads and absences within the teams.
General Office team:
- Answer and deal with enquiries by phone, email or face to face
- Provide a friendly and efficient service to internal clients in the collection and delivery of post
- Arrange and record courier deliveries to deadlines and within budget
- Process incoming and outgoing post including use of the franking machine
- Ensure the Service Points and Hub are kept stocked and tidy
- Liaise with the Cashiers team to process cheque requests and petty cash requests
- Process daily banking and take to bank as necessary
- Ensure the maintenance of equipment including vending machines and generally reviewing and reporting to the Facilities Manager concerning premises and equipment
Reprographics team:
- Provide a friendly and efficient service to internal clients in the professional and accurate collation and presentation of documents for internal and external purposes
- Maintain internal communication to ensure work priorities are handled
- Acquaint oneself with all equipment used in line with safety requirements
Reception team:
- Ensure all calls are responded to within the minimum period of time and in the agreed style
- Welcome clients and visitors and ensure they are dealt with promptly
- Ensure meeting rooms are fully stocked and set up as required for seminars / training
- Provide an efficient service when booking meeting rooms and refreshments
- Open or close the Reception area at the beginning or end of the day when required
- Ensure the Reception area is kept tidy at all times
Facilities team:
- Assist Facilities Manager with facilities matters as and when required
- Update the Facilities documents and systems
- Collate the Weekly Bulletin Newsletter contribution
- Assist with Friday breakfast and tuck shop orders and deliveries
- Assist Archives team as required
- Ensure compliance with quality standards and the firm’s policies in general
Person Specification
- Be flexible
- Have a positive attitude
- Have professional presentation
- Be able to work under pressure
- Have good communication skills
- Be a pro‑active team player
- Be computer literate
- Have good organisation and time management skills
- Have good problem solving and numeracy skills
- Have good accuracy and attention to detail
- Working together
- Integrity and respect
- Personal impact and growth
- Driving high standards
Hybrid working
We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.
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