Description:
In this role, you will provide a highly professional and efficient Client Reception and Facilities service between the hours of 8:30 and 17:00.
Main Job Responsibilities will include:
- Receive and welcome all visitors, ensuring a professional and friendly first impression.
- Maintain a tidy and organised reception area with up-to-date materials.
- Register all visitors and contractors using Appspace, in line with global security policies.
- Manage meeting room bookings and catering requests; support external events when needed.
- Ensure availability of office supplies, consumables, and catering products.
- Sort and distribute incoming/outgoing mail and coordinate courier services.
- Maintain reprographic equipment and troubleshoot issues as needed.
- Oversee cleaning services and ensure high standards of office cleanliness.
- Provide on-site presence to support communication and decision-making.
- Organise contractor/supplier/team meetings to uphold service excellence.
- Manage planned and reactive maintenance to ensure statutory compliance.
- Liaise with building management as required.
- Create, receipt, and amend purchase orders via Proactis.
- Conduct regular workplace and safety inspections per Macro QHSE standards.
- Ensure compliance with HSE policies, report incidents via Eco Online and client systems.
- Support First Aid, Fire Safety, and Security protocols.
- Perform DSE assessments and complete mandatory inspections.
- Maintain up-to-date site operations files and documentation in Prism Library.
- Contribute to reporting for Macro and client corporate properties.
- Support environmental initiatives and lead by example.
- Provide out-of-hours emergency support and participate in business continuity planning.
- Manage purchase orders via Oracle & Zip; respond to finance queries and cover finance admin duties when needed.
- Track and manage aged debt, process invoices, and liaise with client finance teams.
- Coordinate new starter access, inductions, and office tours.
- Assist with monthly forecasts and accruals.
- Weigh and record shredding and recycling waste.
- Adjust weekly fruit and dairy orders based on office needs.
- Upload monthly contractor hours to Eco Online (UK & EMEA).
- Complete quarterly audits on single-use plastics and suggest improvements.
- Complete assigned Macro and client training within deadlines.
- Collect and manage ISO 14001 data in Greenstone; support annual recertification.
- Provide detailed handovers during planned leave.
- Conduct regular floor walks to identify maintenance needs.
- Support contractor/supplier meetings and follow up on actions.
- Oversee out-of-hours contractor work as needed.
- Assist with social media content creation, editing, and posting.
Additional Site Specific to Client
- Ensure all client requests, reactive tasks, and maintenance are captured through FM24. The appropriate documentation and pricing are included and tasks closed out within the specified time.
- Organise the logistics for quarterly Board Meetings. Create a document containing visitors, transportation and catering requirements.
- Manage the budget. Track all hospitality and consumables invoices. Log all information to the finance tracking document and send invoices to the Macro purchase ledger.
- Provide in person DSE assessments for staff experiences issues. Find solutions to assist them with their daily operations.
About You
The ideal candidate will have:
Previous experience working as a receptionist/administrator in a corporate environment.
Essential:
- Excellent communication skills and a professional telephone manner.
- Fluency in English, both written and spoken.
- Strong time management skills and the ability to manage conflicting priorities.
- Professional appearance at all times.
- Strong commitment to delivering exemplary customer service.
- Ability to problem solve and make appropriate decisions.
- Proficiency in standard word processing and spread sheet software.
- Experience working within a Facilities Management operation.
- Previous experience of working in an outsourced contract environment.
- Secondary school leaving qualifications.
- Relevant professional qualifications or equivalent expérience.
Desired:
- Interest in environment initiatives and a willingness to participate as a member of the local office Green Team.
- Flexible approach to working outside of standard hours, as required.
- Certification in Occupational First Aid.
- Awareness of Health and Safety practices.