Receptionist and Facilities Assistant TLNT1_NI in Belfast

Salary: £29,500 per annum, plus company benefits

Location: Belfast, BT1 3BG

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday to Friday, 7.5 hours per day (Shifts start between 7.30am and 10am) with 1 hour's unpaid lunch break

Work model: Fully onsite

Williams Lea seeks a Receptionist and Facilities Assistant to join our team! Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms.

Purpose of role:

As the first point of contact for all visitors and callers to our clients' office, the Receptionist plays a key role in creating a positive and professional first impression. Responsibilities include greeting and assisting clients and guests, managing incoming calls, coordinating and preparing hospitality, and providing administrative support across the firm. All tasks must be delivered to the highest standard, with a strong focus on exceptional customer service and attention to detail.

The ideal candidate will be personable, approachable, and confident in building rapport with a wide range of people. They should demonstrate the ability to manage urgent requests calmly and efficiently, while effectively prioritising and multitasking in a busy front-of-house environment. This is a shift-based role, so a flexible and adaptable approach to working hours is essential.

Key responsibilities:

• Greet clients and visitors to the office with warmth and professionalism.
• Notify employees of visitors' arrival when necessary.
• Meeting, greeting, and welcoming visitors and clients on-site within compliance of the clients' security policy, building operating requirements and Health and Safety Regulations.
• Escort all clients to meeting rooms, offer refreshments and offer to look after client coats and luggage.
• Maintain visitor logs and provide visitor badges.
• Perform meeting room checks at the start of the day and throughout the day, ensuring that all rooms are ready for client use at the highest standard.
• Proactive visual maintenance of meeting rooms, communal areas, staircases, coffee points and copy areas, engaging with the Facilities Team as appropriate to ensure completion of all jobs.
• Liaise with the Finance team to raise purchase orders, follow up on outstanding invoices, and carry out other finance-related administrative tasks to support the Facilities function.
• External and internal call and email handling including taking and passing on accurate messages.
• Manage the visitor process for all clients visiting staff, including direct liaison with visitors or their PAs to coordinate travel, accommodation, restaurant reservations, meeting room or desk bookings, and support with event arrangements as required.
• Provide proactive PA support to the client team, including managing expenses, processing invoices, coordinating travel arrangements, and undertaking any other reasonable administrative tasks as required.
• Assist with the client event management programme, including liaising with event organisers, coordinating catering, communicating with vendors, raising purchase orders, and supporting other logistical aspects as needed.
• Log helpdesk jobs/queries with FM contractors, follow up with requestor to ensure issues are resolved satisfactorily.
• Maintaining stationary stocks in the meeting rooms and storerooms.
• Ordering, organising and assisting with building and staff events.
• Populating data collection workbooks.
• Carrying out the reception training for any cover team members and identifying ongoing training requirements and liaising with the Office Manager on future training requirements.
• Cross train with our Facilities team to provide cover as necessary.
• Raising any concerns about process, practice or incidents as appropriate.
• Actioning any reasonable task instructed by your line manager or Client Directors.
• Undertake and maintain certification in First Aid and Fire Warden training, ensuring readiness to act as a designated First Aider and Fire Marshal within the office.
• To be knowledgeable of local transport information and amenities such as restaurants and entertainment.
• Managing incoming and outgoing post/deliveries.