Workplace Host in Reading

Location: Virgin Media O2 Building, Reading Green Park

Reports To: Facilities Manager

Job Overview

The Multiskilled Receptionist plays a vital role in maintaining smooth operations across various elements of facilities management, ensuring exceptional customer experience, and providing front-of-house support. This position requires a highly organized, proactive individual with experience in reception, customer service, post/print room operations, and event management. The role also involves setting up rooms for events, coordinating with internal teams, and assisting in daily facility needs.

Key Responsibilities

• Facilities Management Support
  • Coordinate and manage various facilities-related tasks to maintain an efficient and safe workplace.
  • Perform daily inspections to ensure all areas, including meeting rooms, restrooms, and common spaces, meet cleanliness and functionality standards.
  • Report and track maintenance issues, following up with the relevant teams to ensure timely repairs and completion.
  • Support health and safety initiatives by enforcing building regulations and assisting in safety compliance checks.
  • Maintain records for facility equipment, supplies, and service requests to optimize operational efficiency.
• Front of House and Reception Management
  • Serve as the first point of contact for visitors, providing a welcoming and professional reception experience.
  • Manage reception desk operations, including visitor check-in, visitor badges, and directing guests as appropriate.
  • Respond to internal and external inquiries professionally, either by phone, email, or in person.
  • Collaborate with security to ensure visitor protocols are followed and all security procedures are maintained.
  • Coordinate with external vendors, couriers, and other service providers, ensuring efficient front-of-house operations.
• Customer Experience
  • Develop and implement customer service best practices to ensure a high standard of experience for employees and guests.
  • Act as a point of contact for customer service-related feedback and work proactively to improve customer satisfaction.
  • Monitor and manage customer feedback channels, implementing improvements as needed to enhance the on-site experience.
• Post/Print Room Duties
  • Manage daily operations within the post room, including receiving, sorting, and distributing mail and packages.
  • Oversee the print room, assisting with bulk printing requests, document binding, and copying, ensuring that equipment is well-maintained.
  • Coordinate with delivery services, scheduling pickups and drop-offs as necessary, and troubleshooting any delivery issues.
  • Maintain records of incoming and outgoing mail and packages, ensuring all mail room supplies to be stocked and ordered as needed.
• Event Management and Room Setup
  • Assist in planning, organizing, and executing internal events, meetings, and training sessions, including room setup and take-down.
  • Manage room booking systems to ensure efficient use of meeting and event spaces.
  • Prepare meeting and event rooms according to client specifications, setting up furniture, audio/visual equipment, and other requested amenities.
  • Coordinate with vendors for additional event services as needed, including catering, audiovisual support, and décor.
  • Conduct post-event evaluations, gathering feedback and implementing improvements for future events.
• Time Flexibility and Role Flexibility
  • The Multiskilled Receptionist position offers significant flexibility to accommodate both the varying demands of daily operations and the unpredictable nature of event management.
  • While the role generally follows standard office hours, there is a level of adaptability required for occasional early mornings and evenings.
  • This flexibility ensures that the receptionist can meet the needs of the business, supporting the seamless execution of meetings, events, and other facility requirements as they arise.
  • In addition to time flexibility, the role also presents substantial role flexibility, requiring the receptionist to be agile in handling multiple responsibilities across different functions, from facilities management to front-of-house duties, customer service, and event coordination.
  • This dynamic nature allows for a diverse and enriching work experience, providing the opportunity to step into various areas and contribute to the broader goals of the organization.
  • As part of this role, the ability to adapt quickly to shifting priorities and collaborate across teams ensures the smooth flow of operations, making the Multiskilled Receptionist an integral part of the facility's success.
  • Overall, this position encourages a balanced approach to work, offering variety in tasks and the ability to adjust time commitments as necessary, making it ideal for someone who thrives in a fast-paced and ever-evolving work environment.

Qualifications and Skills

• Experience: Minimum 2 years of experience in facilities management, reception/front-of-house, or customer service; experience in event coordination or a similar role is an advantage. Can be waived for the right candidate.
• Communication Skills: Excellent verbal and written communication skills, with the ability to interact professionally with stakeholders at all levels.
• Customer Service Orientation: Strong focus on providing a high-quality customer experience and a proactive approach to problem-solving.
• Organizational Skills: Ability to manage multiple responsibilities effectively, prioritize tasks, and maintain a high level of accuracy.
• Technical Proficiency: Familiarity with Microsoft Office Suite (Outlook, Word, Excel) and experience with room booking and visitor management software is beneficial.
• Flexibility: Willingness to adapt to a dynamic environment and handle unexpected challenges or requests as they arise.
• Team Player: Collaborative and able to work well with diverse teams and departments.
• Attention to Detail: High attention to detail to maintain cleanliness, organization, and professional standards across all areas of responsibility.

Working Conditions

• Standard office hours with occasional flexibility required for early or late events.
• Physical ability to perform room setups, move furniture, and handle postal equipment as needed.

This role offers a dynamic work environment with opportunities to make a significant impact on the facility’s functionality and customer experience. If you are passionate about creating welcoming spaces, providing excellent customer service, and ensuring smooth operations, we encourage you to apply.