Receptionist and Facilities Assistant

Location: Belfast, BT1 3BG

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9am until 5:30pm with 1 hour's unpaid lunch break

Work model: Fully onsite

Williams Lea seeks a Receptionist and Facilities Assistant to join our team!

Purpose of role:

As the first point of contact for all visitors and callers to our client’s office, the Receptionist plays a key role in creating a positive and professional first impression. Responsibilities include greeting and assisting clients and guests, managing incoming calls, coordinating and preparing hospitality, and providing administrative support across the firm. All tasks must be delivered to the highest standard, with a strong focus on exceptional customer service and attention to detail. The ideal candidate will be personable, approachable, and confident in building rapport with a wide range of people. They should demonstrate the ability to manage urgent requests calmly and efficiently, while effectively prioritising and multitasking in a busy front-of-house environment. This is a shift-based role, so a flexible and adaptable approach to working hours is essential.

Key responsibilities:

• Greet clients and visitors to the office with warmth and professionalism.
• Notify employees of visitor’s arrival when necessary.
• Meeting, greeting, and welcoming visitors and clients on-site within compliance of the clients' security policy, building operating requirements and Health and Safety Regulations.
• Escort all clients to meeting rooms, offer refreshments and offer to look after client coats and luggage.
• Maintain visitor logs and provide visitor badges.
• Perform meeting room checks at start of day and throughout the day, ensuring that all rooms are ready for client use at the highest standard.
• Proactive ‘visual maintenance’ of meeting rooms, communal areas, staircases, coffee points and copy areas, engaging with the Facilities Team as appropriate to ensure completion of all jobs.
• Liaise with the Finance team to raise purchase orders, follow up on outstanding invoices, and carry out other finance-related administrative tasks to support the Facilities function.
• External and internal call and email handling including taking and passing on accurate messages.
• Manage the visitor process for all clients visiting staff, including direct liaison with visitors or their PAs to coordinate travel, accommodation, restaurant reservations, meeting room or desk bookings, and support with event arrangements as required.
• Provide proactive PA support to the client team, including managing expenses, processing invoices, coordinating travel arrangements, and undertaking any other reasonable administrative tasks as required.
• Assist with the client event management programme, including liaising with event organisers, coordinating catering, communicating with vendors, raising purchase orders, and supporting other logistical aspects as needed.
• Log helpdesk jobs/queries with FM contractors, follow up with requestor to ensure issues are resolved satisfactorily.
• Maintaining stationary stocks in the meeting rooms and storerooms.
• Ordering, organising and assisting with building and staff events.
• Populating data collection workbooks.
• Carrying out the reception training for any cover team members and identifying ongoing training requirements and liaising with the Office Manager on future training requirements.
• Cross train with our Facilities team to provide cover as necessary.
• Raising any concerns about process, practice or incidents as appropriate.
• Actioning any reasonable task instructed by your line manager or Client Directors.
• Undertake and maintain certification in First Aid and Fire Warden training, ensuring readiness to act as a designated First Aider and Fire Marshal within the office.
• To be knowledgeable of local transport information and amenities such as restaurants and entertainment.
• Managing incoming and outgoing post/deliveries.
• Ensure all Health & Safety requirements are maintained and followed by all staff, reporting any issues to the Facilities Manager.
• Completing new joiner induction tours and Health & Safety presentations for all new client staff.
• Assisting in completing DSE’s and maternity risk assessments.
• Work overtime as required for weekend PPM’s and Events.

Personal attributes:

• Receptionist/PA and Facilities experience is essential.
• A committed attitude and dedication to creating a memorable guest experience.
• Fluent written and spoken English.
• Experience using email and Microsoft packages.
• An energetic approach that shines through in your work.
• A team-focused attitude.
• A natural passion and desire to make every visitor smile.
• Excellent personal presentation.
• Adopts the company values – Teamwork, Integrity, Passion and Success.
• Is innovative and can spot an improvement opportunity.
• Has the ability to empathise and understand the customer’s needs.
• Has exceptional communication skills.
• Appreciates and values each other’s differences.
• Always considers the best interests of the company, colleagues and customer.
• Has a diligent work ethic.

Rewards and Benefits:

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays (pro-rata for part-time roles).
• Salary sacrifice schemes, retail vouchers.
• Life Assurance.
• Private Medical Insurance.
• Dental Insurance.
• Health Assessments.
• Cycle-to-work scheme.
• Discounted gym memberships.
• Referral Scheme.

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity:

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com.