At a Glance
- Tasks: Coordinate reception and facilities, manage meetings, and assist with admin tasks.
- Company: Dynamic London-based company with a vibrant work culture.
- Benefits: Competitive salary up to £40k, supportive team environment, and career development opportunities.
- Other info: Great opportunity for growth and to make a real impact in the workplace.
- Why this job: Be the face of the company and ensure smooth operations in a lively setting.
- Qualifications: Strong communication skills and ability to multitask in a fast-paced environment.
The predicted salary is between 40000 - 40000 £ per year.
Location: London
Onsite
Hours: 8-5pm / 9-6pm
Salary: up to £40k
Reception Duties (40%)
- Answer all incoming calls, messages and queries, fielding and directing to the appropriate person where necessary.
- Welcoming and coordinating guest and visitor arrivals and departures. Continuous, professional interaction with clients is required at all times.
- Managing 8 meeting room diaries and logistics; maintaining the daily schedule, preparing the rooms and hospitality for meetings.
- Managing all incoming and outgoing post, courier and deliveries, coordinating with couriers and internal/external storage facilities.
- Maintaining good working relationships with the building reception desk.
- Partnering closely with the internal administrative function to ensure a smooth front of house service for all internal parties.
- Coordinating reception desk cover (lunch, breaks and post periods).
- Maintaining the Reception and Facilities Manual with up-to-date processes/contacts for reference for any temp cover.
- Ad hoc booking of taxis for visitors.
Facilities Coordination (40%)
- Managing all office and kitchen supplies including orders for stationary, kitchen and general office supplies.
- Coordinating facilities processes with third parties, including the building facilities team, contractors, maintenance companies, cleaners and other vendors - these could be routine and planned or otherwise ad hoc or unscheduled.
- Supervising 5th floor cleaning services.
- Ensuring communal kitchen and public areas are clean and well maintained.
- Identifying general corrective facilities maintenance requirements of floor.
- Preserving general security measures.
- Working with facilities NY to maintain seating plans and employee extensions lists.
- Point of contact between the building and maintenance team regarding the 5th floor’s landlord and tenant demises.
- Attending quarterly and yearly occupier meetings in absence of Facilities Manager.
- Liaising with Derwent for parking, refuse area, out of hours works, lockers etc.
- Responsible for reporting any temperature and lighting issues to Facilities Manager.
- Creating access and work permits between contractors and the building management (arranging temporary security passes for workers, parking, tools for different workers).
- Filing records for repairs and supply guarantees of purchased equipment.
- Maintaining documentation to ensure ease of access to required information.
Admin Assistance and Other Ad Hoc Projects (20%)
- Admin assistance for IT team – mainly travel, expenses, maintaining holiday calendar.
- Working with all staff admin to assist for company international employees – changes to schedule, taxis, restaurants and other ad hoc limited support.
- Assembling and binding presentation books.
- Other ad hoc projects, as necessary.
We think you need these skills to ace Reception and Facilities Coordinator in City of London
Communication Skills
Customer Service
Reception Management
Meeting Coordination
Logistics Management
Facilities Coordination
Vendor Management
