Reception and Facilities Assistant

The role is for a Reception and Facilities Assistant to work as part of a diverse team in a busy and fast moving Facilities resource covering a range of general business, reception and general office duties. The role will require the ability to switch between tasks quickly to support a dynamic internal customer base. This is an office-based role so you will need to be in the office five days per week.

As a Reception and Facilities Assistant, you will be expected to assist the Facilities Resource as a whole. Tasks will be divided up each week, depending on tasks, work-loads and absences within the teams.

General Office team:

• Answer and deal with enquiries by phone, email or face to face
• Provide a friendly and efficient service to internal clients in the collection and delivery of post
• Arrange and record courier deliveries to deadlines and within budget
• Process incoming and outgoing post including use of the franking machine
• Ensure the Service Points and Hub are kept stocked and tidy
• Liaise with the Cashiers team to process cheque requests and petty cash requests
• Process daily banking and take to bank as necessary
• Ensure the maintenance of equipment including vending machines and generally reviewing and reporting to the Facilities Manager concerning premises and equipment

Reprographics team:

• Provide a friendly and efficient service to internal clients in the professional and accurate collation and presentation of documents for internal and external purposes
• Maintain internal communication to ensure work priorities are handled
• Acquaint oneself with all equipment used in line with safety requirements

Reception team:

• Ensure all calls are responded to within the minimum period of time and in the agreed style
• Welcome clients and visitors and ensure they are dealt with promptly
• Ensure meeting rooms are fully stocked and set up as required for seminars / training
• Provide an efficient service when booking meeting rooms and refreshments
• Open or close the Reception area at the beginning or end of the day when required
• Ensure the Reception area is kept tidy at all times

Facilities team:

• Assist Facilities Manager with facilities matters as and when required
• Update the Facilities documents and systems
• Collate the Weekly Bulletin Newsletter contribution
• Assist with Friday breakfast and tuck shop orders and deliveries
• Assist Archives team as required
• Ensure compliance with quality standards and the firm’s policies in general

• Be flexible
• Have a positive attitude
• Have professional presentation
• Be able to work under pressure
• Have good communication skills
• Be a pro‑active team player
• Be computer literate
• Have good organisation and time management skills
• Have good problem solving and numeracy skills
• Have good accuracy and attention to detail
• Working together
• Integrity and respect
• Personal impact and growth
• Driving high standards

We adopt a hybrid and flexible working approach, dependent on the requirements of the role and subject to manager approval.