Facilities Assistant & Receptionist

Tour Partner Group is a leading DMC for the UK, Ireland, the Nordics and Baltics. We bring together more than 300 destination specialists, designing B2B travel for Groups and FIT. Along with our MICE division, HORIZONS by Tour Partner Group, we are the experts in creating authentic experiences and memories that last a lifetime. We have offices in London, Edinburgh, Dublin, Copenhagen, and Phoenix. Our mission is to deliver personally tailored, authentic tours.

Your responsibilities

• Ensure all office space is always maintained in a tidy and professional manner (including meeting rooms before and after meetings).
• Meet and greet visitors on arrival in a friendly and professional manner, ensure they sign in and provide them with refreshments where needed.
• Screen all phone calls made to the office, coordinate phone calls to the relevant staff member and take additional messages and deliver to the relevant person.
• Manage and sign for all deliveries to the office and ensure that these are collected by the relevant person.
• Manage all incoming and outgoing mail and arrange couriers.
• Manage permits and visitor’s access.
• Issue access fobs.
• Produce weekly attendance report.
• Organise refreshments and catering for meetings as instructed.
• Manage meeting room bookings as and when required.
• Provide general administrative duties as and when required.
• Manage the ordering of all office supplies including consumables and stationery ensuring they are purchased at competitive prices and stocks are kept at acceptable levels.
• Ensure office is clean, tidy, safe and in good working order at all times. Keep on top of all issues regarding the office and follow up in order to ensure issues are resolved as soon as possible.
• Complete daily cleaning check and liaise with cleaning staff/manager to ensure cleaning standards are met/maintained.
• Ensure correct cleaning consumable are received and review quarterly.
• Ensure all additional cleaning services are carried out as scheduled and to a satisfactory standard.
• Buy milk for office ensuring stocks are kept at acceptable levels.
• Review and update the company Health and Safety policies in conjunction with HR.
• Ensure all Health and Safety policies and procedures are adhered to.
• Ensure we are fully compliant with all Fire and Health & Safety regulations and carry out risk assessments.
• Appoint and arrange fire warden and first aider training.
• Submit all facilities expenses monthly by the deadline of the 25th of every month.
• Checking and first approval of all facilities invoices.
• Maintain facilities contract spreadsheets and other facilities data.
• Maintain facilities folders and ensure reports are kept up-to-date.
• Manage and schedule all routine maintenances as per service agreements.
• Carry out contract/price comparisons as requested.
• Ensure all post/parcels are sent with the most cost-effective service i.e. Post Office or courier.
• Ensure Receptionist and Office Administrator handbook is always kept up to date.
• Complete annual Energy Savings Opportunity Scheme (ESOS) audit in coordination with Finance.

Your profile

• Fluency in English.
• Experience of working as a Receptionist and Office Administrator within an office based environment.
• Proficient user of MS Office especially Word, Excel and PowerPoint.
• First Aid/Fire Warden certified (ideal).
• Ability to multitask, prioritise and work to deadlines.
• Attention to detail.
• Confident dealing with people at all levels.
• Excellent organisational skills.
• Good awareness of Health & Safety at work.
• Proactive and flexible.
• Professional telephone manner.
• Strong communicator.