Receptionist - London

To provide a professional front-of-house service while ensuring the smooth day-to-day operation of the corporate office. The role is responsible for reception duties, meeting room coordination, workspace management, car park administration and supporting facilities maintenance to create an exceptional employee and visitor experience. This is a 12-month fixed term contract.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Front of House
• Welcome all visitors, clients and contractors in a professional and friendly manner.
• Manage visitor sign-in procedures and issue visitor passes / fobs.
• Manage employee fobs for the building and RL office access control.
• Manage the reception area to ensure it is clean, presentable and welcoming at all times.
• Handle incoming and outgoing mail and courier services.
• Meeting Room Management
• Manage meeting room bookings and resolve scheduling conflicts.
• Prepare meeting rooms prior to meetings, ensuring rooms are clean and fully equipped.
• Arrange catering, refreshments and hospitality when required.
• Ensure meeting room technology is operational and escalate any issues promptly.
• Reset rooms following meetings.
• Workspace & Desk Management
• Manage desk booking systems and workspace allocation.
• Ensure workstations are maintained to company standards.
• Support office occupancy monitoring attendance.
• Facilities & Maintenance Coordination
• Act as the first point of contact for office maintenance requests.
• Log and track maintenance issues through the facilities helpdesk.
• Coordinate contractors and ensure access arrangements are in place.
• Monitor the completion of reactive maintenance tasks.
• Carry out regular office inspections and report defects.
• Support planned preventative maintenance activities.
• Liaise with landlords, managing agents and service providers where required.
• Office Operations
• Maintain office supplies and stationery inventory.
• Manage any additional workspace cleaning with cleaning operatives.
• Coordinate kitchen and breakout area standards with the cleaning operatives.
• Ensure printers, office equipment and shared spaces remain operational.
• Assist with onboarding new employees with the building management.
• Support office events and employee engagement activities.
• Customer Service
• Deliver a consistently high standard of customer service.
• Build positive relationships with employees, visitors and suppliers.
• Respond promptly and professionally to workplace enquiries.

EXPERIENCE, SKILLS & KNOWLEDGE

• Essential
• Previous reception, office administration or workplace coordination experience.
• Excellent communication and interpersonal skills.
• Strong organisational and time management abilities.
• Confident using Microsoft Outlook, Word, Excel and Teams.
• Ability to prioritise multiple tasks in a fast-paced environment.
• Professional appearance and manner.
• Desirable
• Experience using desk booking or meeting room booking systems.
• Experience coordinating facilities or maintenance requests.
• Knowledge of health and safety within an office environment.
• Experience working in a corporate office.
• Key Behaviours
• Customer focused.
• Proactive and takes ownership.
• Highly organised.
• Positive and approachable.
• Detail oriented.
• Flexible and adaptable.
• Calm under pressure.
• Key Performance Indicators (KPIs)
• Reception consistently staffed during business hours.
• Visitor satisfaction and professional front-of-house experience.
• Meeting rooms available, prepared and conflict-free.
• Maintenance requests logged and followed through within agreed SLAs.
• Desk allocation accuracy maintained.
• Office standards consistently maintained through regular inspections.
• Positive feedback from employees and visitors.