Key Responsibilities
Reception & Front‑of‑House Management
- Serve as the first point of contact for all visitors, providing a friendly, professional, and efficient reception experience.
- Manage the visitor sign‑in process and ensure all guests receive appropriate information, badges, and hospitality.
- Handle incoming calls, enquiries, and email correspondence, directing queries to relevant teams in a timely manner.
- Maintain a clean, organised, and welcoming reception and lobby area.
Meeting Room & Event Coordination
- Manage meeting room bookings, ensuring spaces are prepared, equipped, and allocated efficiently.
- Coordinate catering, refreshments, and any special requirements for internal and external meetings or events.
- Troubleshoot last‑minute changes or issues to ensure meetings run smoothly.
Office Operations & Supply Management
- Monitor and maintain stock levels of office supplies, stationery, kitchen items, and equipment.
- Process purchase orders and liaise with suppliers to ensure timely delivery of goods and services.
- Undertake mailroom duties, including incoming/outgoing post, courier bookings, and distribution to relevant departments.
Facilities & Maintenance Support
- Act as a point of contact for building maintenance, repairs, and contractors.
- Coordinate with external contractors, ensuring all visitors meet compliance, safety, and quality standards.
Health, Safety & Environmental Compliance
- Support workplace inspections, audits, and compliance activities, including first aid, fire safety, and security protocols.
- Maintain relevant documentation such as risk assessments, safety reports, contractor records, and incident logs.
- Assist with emergency procedures, ensuring that evacuation routes, signage, and equipment are maintained.
- Promote environmental best practices, such as recycling and energy‑saving initiatives.
Operational Support & Reporting
- Contribute to monthly and quarterly operational reports, providing updates on building issues, supplier performance, and general office activity.
- Support internal teams with administration, scheduling, and coordination tasks as required.
- Work closely with the Operations, HR, and Facilities teams to enhance workplace experience and service levels.
About You
The ideal candidate will have:
Experience & Requirements
- Previous experience in reception, facilities, office coordination, or a similar customer‑facing role.
- A good understanding of basic health and safety processes, building procedures, or contractor management (desirable).
- Strong proficiency in MS Office applications and confidence using administrative systems.
- Ability to manage confidential information with a high level of discretion and professionalism.
Skills & Attributes
- Strong communication and interpersonal skills, with a warm and confident front‑of‑house presence.
- Highly organised, with the ability to manage competing priorities in a fast‑paced environment.
- Proactive, adaptable, and able to anticipate needs before they arise.
- Strong problem‑solving skills and a collaborative, team‑focused mindset.
- Professional presentation and a commitment to delivering exceptional service.
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