Reception & Facilities Coordinator in Sutton

Our client are seeking a proactive and passionate Reception & Facilities Coordinator to take on a wide range of interesting and varied tasks, having overall ownership for the smooth running of the Reception and Facilities function.

Your responsibilities will include:

• Reception:

• Administering all incoming enquiries via telephone, email, and other media, using internal IT systems to correctly transfer phone calls.
• Answering general queries from visitors/employees, signposting them to the relevant team/individual where appropriate.
• Welcoming guests visiting site, and ensuring they are well supported during their visit.
• Providing support for meeting room coordination/bookings for Sutton site, and coordinating onsite catering for events/meetings where required.
• Supporting employees/visitors with courier, hire car, taxi, and other travel arrangements/queries, signposting to relevant self-service tools/providers as appropriate.

• Responding to any facilities-related queries raised by employees/guests to the site, ensuring that prompt action is taken where needed, liaising with building management as required, and escalating any concerns/significant topics to HSEQR (health & safety-related) or the Head of HR (all other topics) as appropriate.
• Arranging 3rd party vendors to ensure all facilities-related needs (including implementation, maintenance, repairs, cleaning, etc.) are met for the Sutton site, and that the services provided are fit for purpose, of high quality, delivered in a timely fashion, and are cost-effective.
• Providing facilities-related support to the Site Leads in non-Sutton sites where needed.

• Leading on the coordination and successful rollout of key company events, ensuring from the outset that a clear project plan is in place which is closely adhered to, and ensuring expenses are tracked, budget is adhered to, and the event brief is successfully delivered.

• General administration and ad hoc project support, including but not limited to: processing expenses for senior management, ad hoc customer/supplier communications, Business Unit data processing support, and completing specific administrative duties for the HR department (e.g. visitor visa letters, training administration support, interview booking arrangements, starter/leaver equipment coordination, etc.).

• Providing First Aid and Fire Warden services for the Sutton site.

Ideal Candidate:

• Proven office administration/facilities management/front of house experience in a high-volume, fast-paced environment with competing priorities.
• Strong organisation skills, with the ability to track, prioritise and progress multiple tasks simultaneously without losing oversight.
• Highly adaptable, flexible, and resilient, comfortable handling frequent interruptions, shifting priorities, and ad hoc requests while maintaining focus on key deliverables.
• Excellent time management skills, with a structured and methodical approach to planning, scheduling and follow-through.
• Friendly, welcoming, and professional demeanour with strong interpersonal skills.
• Strong customer service skills and a collaborative team player.
• Confident user of Microsoft Office skills (in particular, Outlook, MS Teams, MS Word and Excel), with the ability to use tools to organise and manage workload effectively.
• Trustworthy, with the ability to handle confidential information with discretion.
• Punctual, reliable and dependable.
• First Aid at Work and Fire Warden qualified, or willing to undertake relevant (company-funded).