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For Companies At a Glance
- Tasks: Keep the office tidy, greet visitors, manage calls and deliveries, and handle administrative duties.
- Company: Join Tour Partner Group, a top DMC creating unforgettable travel experiences across the UK and beyond.
- Benefits: Enjoy a dynamic work environment with opportunities for growth and development.
- Why this job: Be part of a passionate team dedicated to delivering authentic experiences while enhancing your organisational skills.
- Qualifications: Fluency in English, experience in reception/administration, and proficiency in MS Office required.
- Other info: Ideal candidates are proactive, detail-oriented, and have a professional telephone manner.
The predicted salary is between 24000 - 36000 £ per year.
About The Team
Tour Partner Group is a leading DMC for the UK, Ireland, the Nordics and Baltics. We bring together more than 300 destination specialists, designing B2B travel for Groups and FIT. Along with our MICE division, HORIZONS by Tour Partner Group, we are the experts in creating authentic experiences and memories that last a lifetime. We have offices in London, Edinburgh, Dublin, Copenhagen, and Phoenix. Our mission is to deliver personally tailored, authentic tours. Perfectly.
Your responsibilities
- Ensure all office space is always maintained in a tidy and professional manner (including meeting rooms before and after meetings)
- Meet and greet visitors on arrival in a friendly and professional manner, ensure they sign in and provide them with refreshments where needed
- Screen all phone calls made to the office, coordinate phone calls to the relevant staff member and take additional messages and deliver to the relevant person
- Manage and sign for all deliveries to the office and ensure that these are collected by the relevant person
- Manage all incoming and outgoing mail and arrange couriers
- Manage permits and visitor’s access
- Issue access fobs
- Produce weekly attendance report
- Organise refreshments and catering for meetings as instructed
- Manage meeting room bookings as and when required
- Provide general administrative duties as and when required
- Manage the ordering of all office supplies including consumables and stationery ensuring they are purchased at competitive prices and stocks are kept at acceptable levels
- Ensure office is clean, tidy, safe and in good working order at all times. Keep on top of all issues regarding the office and follow up in order to ensure issues are resolved as soon as possible
- Complete daily cleaning check and liaise with cleaning staff/manager to ensure cleaning standards are met/maintained
- Ensure correct cleaning consumable are received and review quarterly
- Ensure all additional cleaning services are carried out as scheduled and to a satisfactory standard
- Buy milk for office ensuring stocks are kept at acceptable levels
- Review and update the company Health and Safety policies in conjunction with HR
- Ensure all Health and Safety policies and procedures are adhered to
- Ensure we are fully compliant with all Fire and Health & Safety regulations and carry out risk assessments
- Appoint and arrange fire warden and first aider training
- Submit all facilities expenses monthly by the deadline of the 25th of every month
- Checking and first approval of all facilities invoices
- Maintain facilities contract spreadsheets and other facilities data
- Maintain facilities folders and ensure reports are kept up-to-date
- Manage and schedule all routine maintenances as per service agreements
- Carry out contract/price comparisons as requested
- Ensure all post/parcels are sent with the most cost-effective service i.e. Post Office or courier
- Ensure Receptionist and Office Administrator handbook is always kept up to date
- Complete annual Energy Savings Opportunity Scheme (ESOS) audit in coordination with Finance
Your profile
- Fluency in English
- Experience of working as a Receptionist and Office Administrator within an office based environment
- Proficient user of MS Office especially Word, Excel and PowerPoint
- First Aid/Fire Warden certified (ideal)
- Ability to multitask, prioritise and work to deadlines
- Attention to detail
- Confident dealing with people at all levels
- Excellent organisational skills
- Good awareness of Health & Safety at work
- Proactive and flexible
- Professional telephone manner
- Strong communicator
Facilities Assistant & Receptionist employer: Tour Partner Group
Contact Detail:
Tour Partner Group Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Assistant & Receptionist
✨Tip Number 1
Familiarise yourself with the specific responsibilities of a Facilities Assistant & Receptionist. Understanding the nuances of managing office supplies, coordinating meetings, and ensuring health and safety compliance will help you stand out during interviews.
✨Tip Number 2
Showcase your organisational skills by preparing examples of how you've successfully managed multiple tasks in previous roles. This could include handling phone calls, managing deliveries, or maintaining office cleanliness.
✨Tip Number 3
Demonstrate your proactive approach by discussing any initiatives you've taken in past positions to improve office efficiency or safety. This will highlight your ability to take charge and make positive changes.
✨Tip Number 4
Prepare to discuss your experience with MS Office, particularly Excel and Word, as these are crucial for the role. Being able to articulate how you've used these tools effectively will show your technical competence.
We think you need these skills to ace Facilities Assistant & Receptionist
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience as a Receptionist and Office Administrator. Emphasise your organisational skills, attention to detail, and any certifications like First Aid or Fire Warden.
Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the role and the company. Mention specific responsibilities from the job description that you are excited about and how your skills align with them.
Highlight Relevant Skills: In your application, clearly outline your proficiency in MS Office, your ability to multitask, and your professional telephone manner. These are key skills for the Facilities Assistant & Receptionist position.
Proofread Your Application: Before submitting, carefully proofread your CV and cover letter for any spelling or grammatical errors. A polished application reflects your attention to detail, which is crucial for this role.
How to prepare for a job interview at Tour Partner Group
✨Showcase Your Organisational Skills
As a Facilities Assistant & Receptionist, you'll need to demonstrate your ability to keep things organised. Prepare examples of how you've managed office supplies, scheduled meetings, or maintained a tidy workspace in previous roles.
✨Demonstrate Your Communication Skills
You'll be the first point of contact for visitors and callers, so it's crucial to show that you can communicate effectively. Practice a friendly yet professional greeting and be ready to discuss how you handle difficult conversations or inquiries.
✨Highlight Your Attention to Detail
This role requires a keen eye for detail, especially when managing health and safety policies or maintaining records. Be prepared to discuss specific instances where your attention to detail made a difference in your work.
✨Prepare for Health and Safety Questions
Given the importance of health and safety in this position, brush up on relevant regulations and be ready to discuss how you've ensured compliance in past roles. If you have certifications like First Aid or Fire Warden training, make sure to mention them!
