Receptionist And Facilities Coordinator in Topsham

About the Role

We are looking for a Receptionist & Facilities Coordinator to join our Exeter office. This is a front‑of‑house and facilities‑focused role that provides essential support to colleagues and clients, ensuring the office operates smoothly and professionally. You will be the first point of contact for visitors and callers, manage reception duties, coordinate facilities and maintenance tasks, and support administrative processes across the office. Full training will be provided where required; previous facilities experience is beneficial but not essential. We welcome applicants who are organised, proactive and have a customer‑focused attitude.

Key Responsibilities

• Front of House: Greet visitors and clients in a professional and friendly manner, manage incoming calls and emails, and maintain a welcoming reception area.
• Facilities Coordination: Oversee day‑to‑day office facilities, liaise with contractors and suppliers, schedule and monitor maintenance, and ensure health and safety standards are met.
• Office Administration: Support general office administration including post handling, stock ordering, meeting room bookings and calendar management for communal spaces.
• Security & Compliance: Monitor access control procedures, complete basic incident reports, and support compliance with fire safety and building regulations.
• Event & Meeting Support: Prepare meeting rooms, co‑ordinate catering and AV setup for internal and client‑facing meetings and small events.
• Support to Teams: Provide ad hoc administrative assistance to colleagues and the local practice manager, including light accounts or company secretarial tasks if required.

What We Are Looking For

• Professional Communicator: Confident and courteous when speaking to clients, visitors and colleagues; a professional telephone manner is essential.
• Organised and Reliable: Strong organisational skills, attention to detail and the ability to manage competing priorities. Punctuality and a polished presentation are important.
• Practical Problem Solver: Ability to coordinate contractors, manage minor facilities issues and think on your feet to resolve day‑to‑day problems.
• IT Competent: Comfortable using Microsoft Outlook, Word and Excel and quick to learn new systems.
• Team Player: Positive attitude, willingness to help others and contribute to a collaborative office culture.

Attributes & Competencies

• Excellent verbal and written communication skills.
• Good numerical confidence for basic record‑keeping and ordering tasks.
• Ability to prioritise workload and remain calm under pressure.
• Flexible approach to hours when occasional early starts or late finishes are needed for events.
• Commitment to delivering a high standard of client service and maintaining confidentiality.
• Microsoft Office 365 suite essential.