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.

Roles and Responsibilities 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
• To acquire sufficient knowledge of 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 refreshmentsOpen 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

General Facilities Team

• Assisting Facilities Manager with facilities matters as and when required
• Updating the Facilities documents and systems
• Collating the Weekly Bulletin Newsletter contribution
• Assisting with Friday breakfast and tuck shop orders and deliveries
• Assisting Archives team as required
• Ensuring compliance with quality standards and the firm's policies in general

Person Specification

• 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 literateHave good organisation and time management skills
• Have good problem solving and numeracy skills
• Have good accuracy and attention to detail

Values

• Working together
• Integrity and respect
• Personal impact and growth
• Driving high standards

Hybrid Working

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