Reception and Facilities Assistant
We are looking for a friendly, organised and professional part-time receptionist to be the welcoming face of The Spectator. This is a varied front-of-house role, ideal for someone who enjoys interacting with people and ensuring the smooth day-to-day running of a busy office.
The successful candidate will provide an excellent first impression for visitors while supporting the wider team with general reception, facilities and administrative duties.
Key Responsibilities:
Reception
- Welcome and assist guests, visitors and clients in a warm and professional manner.
- Manage the reception desk and ensure the front-of-house area is tidy, welcoming and presentable at all times.
- Answer and direct incoming telephone calls promptly and courteously.
- Monitor the main entrance, greet arrivals and manage access to the building.
- Receive, sort and distribute incoming post and arrange outgoing mail.
- Coordinate courier deliveries and collections.
Facilities
- Ensure the office is kept clean, safe, in a good state of repair and stocked with all necessary supplies; liaising with reception, cleaners, security and recycling companies
- Carry out regular checks of office areas, meeting rooms and communal spaces, reporting any issues promptly.
- Coordinate and troubleshoot general facilities issues and requests, escalating as required
- Arrange relevant contractor when maintenance is required
- Manage relationships with external contractors and coordinate maintenance visits and contractor access to the building.
- Ensure all emergency, security and safety systems and equipment are monitored, maintained and tested as appropriate
- Work with the reception team to ensure full coverage at all times and provide reception cover if/when required
- Support health and safety procedures, including reporting hazards and assisting with emergency procedures where required.
- Assist with office moves, events and other facilities-related projects as needed
- Good spoken and written communicator
- Organised and good at taking in information
- A problem solver; enjoys looking for solutions
- Pro-active and capable of working on own initiative
- Personable and able to build relationships
- Hands-on attitude; able to work hard and perform tasks rapidly and efficiently
- Strong team player, reliable and honest
- Proficient using Microsoft Office
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