Reception & Facilities Coordinator

Job Title: Reception & Facilities Coordinator
Department: HR & Facilities
Location: Office-based, Sutton
Contract Type: Permanent
Hours: 37.5 hours per week (8:30 AM - 5:00 PM)
Salary: 28,000 - 30,000

Role Overview

An exciting opportunity has arisen for a proactive and detail-oriented Reception & Facilities Coordinator to join the HR & Facilities team. This role is responsible for ensuring the smooth running of reception services and facilities management while supporting the business with a variety of administrative and operational tasks. Reporting to the Head of HR, this position requires excellent customer service skills, strong multitasking abilities, and a professional, welcoming demeanour.

Key Responsibilities

Reception Duties:

• 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.

Facilities Management:

• 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.

Event & Initiative Coordination:

• 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.

Administrative Support:

• 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.

Health & Safety:

• 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.

Ideal Candidate Profile

• 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).

This role is perfect for someone who thrives in a fast-paced environment, enjoys interacting with people, and has a passion for keeping operations running smoothly. If you are highly organised, service-focused, and looking for a dynamic role with a variety of responsibilities, we encourage you to apply!

If you are interested in this role please contact joan.collins @(url removed)

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