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
- Register all visitors and contractors, providing access passes and announcing guests to their host.
- Follow client global security policies and verify the purpose of unannounced visitors
- Coordinate new starter access, inductions, and office tours.
- Manage meeting room bookings and catering requests; coordinate high profile Board Meetings and support external events and when needed.
- Place orders for office supplies, consumables, and catering products, ensuring adequate provision
- Sort and distribute incoming/outgoing mail and coordinate courier and taxi requests.
- Conduct regular floor walks to identify maintenance needs.
- Maintain reprographic equipment and troubleshoot issues as needed.
- Oversee cleaning services and ensure high standards of office cleanliness.
- Manage planned and reactive maintenance to ensure statutory compliance.
- Liaise with building management as required.
- Create, receipt, and amend purchase orders via Proactis. Maintaining accurate spend records and follow up of invoices.
- Conduct regular workplace and safety inspections per Macro QHSE standards.
- Ensure compliance with Health & Safety & security policies; report incidents via Eco Online and client systems.
- Maintain up-to-date site operations files and documentation in SharePoint.
- Contribute to reporting for Macro and client corporate properties.
- Assist with Finance reporting
- Complete assigned Macro and client training within deadlines.
- Support environmental initiatives and lead by example.
- Support ISO 14001 client accreditation and ensure supporting documentation is readily available for external audit
- Oversee out-of-hours contractor work and out of hours emergency support as necessary.
About You
The ideal candidate will have:
Previous experience working as a receptionist with administration duties in a corporate environment.
Essential:
- Excellent communication skills and a professional telephone manner.
- Fluency in English, both written and spoken.
- Strong commitment to delivering exemplary ‘best in class’ customer service
- Strong time management skills and the ability to manage conflicting priorities.
- Professional appearance at all times and ability to bring positive energy to the workplace
- To demonstrate attention to detail and ownership of the processes relating to areas of responsibility.
- Interest in environment initiatives and a willingness to participate as a member of the local office Green Team.
- Confidence to problem solve and make appropriate decisions.
- Proficiency in standard word processing and spread sheet software.
- Secondary school leaving qualifications
- Flexible approach to working outside of standard hours, if required.
Desired:
- Ambition to work within a Facilities Management operation.
- Previous experience of working in an outsourced contract environment.
- Certification in Occupational First Aid.
- Awareness of Health and Safety practices.
- Previous experience of office fit outs or relocation projects