Receptionist/Administrator

Company: ASTEMO UK, LTD. Job Family: Administration & Facilities.

RECEPTIONIST/ADMINISTRATOR - Fixed Term Contract

The role provides front office support and administrative assistance to HR and Managing Director, and manages office facilities.

Front Office Management

• Welcome visitors and ensure they are directed appropriately.
• Answer, screen, and forward incoming calls in a professional and courteous manner.
• Respond to enquiries via phone, email, and in person, escalating when needed.
• Maintain a tidy, organised, and professional reception area.

Administration Support

• Provide administrative support to the HR Manager and Managing Director.
• Schedule and coordinate meetings (including refreshments), room bookings, and appointments.
• Draft letters, reports, presentations, and briefing documents.
• Arrange travel, accommodation, and itineraries for senior managers.
• Support with data entry, analysis, and general administrative tasks.

General Office Administration

• Manage incoming and outgoing mail and parcels, ensuring accurate distribution.
• Oversee stationery stock, ordering, and distribution.
• Support the freight process and resolve related queries.
• Maintain internal telephone lists and other office documentation.

Facilities & Workwear

• Lead 5S standards across office areas, including meeting rooms, kitchen spaces, and notice boards.
• Manage the ordering and issuing of company workwear.
• Act as the main contact for vending machine maintenance and supplier queries.
• Support continuous improvement in line with Health, Safety & Environmental requirements.

Sports, Social & CSR Activities

• Assist with coordinating Sports & Social Club activities and event bookings.
• Support the HR & Admin team in organising charity events and cross departmental initiatives.

HSE Support

• Coordinate Occupational Health bookings, liaise with external providers, and maintain accurate records.
• Ensure timely communication with employees and managers regarding appointments and follow up actions.

Purchase Order Support

• Raise and track purchase orders for office supplies and services.
• Ensure accuracy, obtain approvals, and monitor delivery timelines.
• Liaise with suppliers and internal teams to resolve discrepancies or delays.

Key Competencies

• Excellent interpersonal and communication skills.
• Professional, courteous approach when dealing with internal and external customers.
• Strong organisational and multitasking abilities.
• High level of confidentiality and experience handling sensitive information.
• Solid IT skills including Office365.
• Ability to manage your own workload.
• Professional appearance and demeanour.

Qualifications & Experience

• GCSE education or equivalent.
• 3-5 years' experience in front office, reception or administrative roles.
• A-level or vocational qualifications in business administration are an advantage.
• Knowledge of basic purchasing processes (SAP experience beneficial).

We are an equal opportunity employer.