Depot Administrator / Receptionist in York

The Depot Administration Receptionist is responsible for providing a professional front-of-house reception service while delivering efficient administrative support to the rail depot management team. The role ensures the smooth day-to-day running of administrative functions, maintains accurate records, supports operational staff, and provides excellent customer service to visitors, contractors, and employees.

Key Responsibilities

• Welcome visitors, contractors, suppliers, and employees in a professional and friendly manner.
• Manage the reception area, ensuring it remains tidy, secure, and welcoming.
• Answer, screen, and direct telephone calls and emails promptly.
• Handle incoming and outgoing post, deliveries, and courier services.
• Maintain visitor logs and issue visitor passes in accordance with depot security procedures.
• Support depot managers with administrative tasks, including preparing documents, reports, and presentations.
• Maintain accurate electronic and paper filing systems.
• Schedule meetings, training sessions, and appointments, including room bookings.
• Order and maintain office stationery, PPE, and general office supplies.
• Input data into company systems while ensuring confidentiality and accuracy.
• Assist with employee records, timesheets, and general HR administration where required.
• Raise purchase orders and process invoices in line with company procedures.
• Support compliance activities by maintaining documentation for audits and inspections.
• Follow all rail industry health, safety, and environmental procedures.
• Carry out any other reasonable administrative duties as requested.

Essential Skills and Experience

• Previous experience in a receptionist, administrative, or office support role.
• Excellent communication and interpersonal skills.
• Strong organisational skills with the ability to manage multiple tasks.
• Good working knowledge of Microsoft Office (Word, Excel, Outlook, and Teams).
• Accurate data entry and record-keeping skills.
• Professional telephone manner.
• Ability to work independently and as part of a team.
• High level of discretion when handling confidential information.

Desirable

• Previous experience working within the rail industry, engineering, logistics, or transport.
• Knowledge of depot operations and rail safety procedures.
• Experience using business management or document control systems.
• Basic understanding of purchase order and invoice processes.

Personal Attributes

• Friendly and approachable.
• Professional and reliable.
• Highly organised and detail-oriented.
• Flexible and adaptable.
• Proactive with a positive attitude.
• Able to remain calm under pressure.
• Strong customer service focus.