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Reception & Facilities Assistant

 

SUMMARY

Act as the first point of contact for all visitors in a friendly and professional way. Manage reception including answering all incoming calls via switchboard, deliveries, post, office/key security and housekeeping.

Working with the HR & FM Manager to ensure all building services are fully serviced and in good working order ensuring minimum down time.

Provide administration support and assistance to HR Manager. 

RESPONSIBILITIES

  • Act as the first point of contact for all visitors to Garrard & Co Ltd & Stephen Webster Ltd office
  • Answer incoming calls to our main switchboard. Deal with enquiries and transfer calls/messages to relevant persons
  • Sort the incoming post daily
  • Liaise with Logistics on courier collections and deliveries
  • Assist with finding meeting space and moving meetings when necessary
  • Ensure prompt collection by staff of all items delivered
  • Each distribution of milk tea/coffee between each floor and maintain supplies
  • First point of contact for all office services and building related issues
  • Liaise with appropriate service provider to arrange repair, ensuring downtime of services is kept to a minimum
  • Responsible for safe keeping of all holding and safe keys
  • Oversee CCTV and building passes liaising with security provider
  • Day to day management of facility contracts including stationary, photocopiers, Off-site storage and pest control etc
  • Adhere to security procedures and know how to respond in the event of a building related emergency
  • Opening/Closing of the building
  • Know how to operate the building fire and security alarm systems
  • Prepare facilities invoices for authorisation
  • Arrange reception cover for holidays and other events if necessary
  • From time to time the job holder may be required to work longer hours, advance notice will generally be given in this case. Time off in Lieu is agreed with the line manager.
  • The job holder may be required to carry out other ad hoc duties.

 

PERSON SPECIFICATION

Knowledge

  • An interest in responsible business would be desirable
  • Experience of dealing with the public face to face and over the phone

Skills

  • Good organisational, planning, prioritisation and time management skills
  • Ability to work independently
  • Strong communication skills
  • Experience using MS Office applications

Behaviours

  • Demonstrate flexibility
  • Work with focus, passion, integrity and maintaining strict confidence on all company information   
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