Full job descriptionAbout the Role
We are seeking a professional, organised, and customer-focused Reception & Facilities Assistant to provide front-of-house support and assist with the smooth day-to-day running of our office facilities. This is a varied role that combines reception duties, facilities coordination, health and safety responsibilities, and administrative support.

The successful candidate will be the first point of contact for visitors, customers, contractors, and colleagues, ensuring a welcoming, secure, and efficient environment at all times.

Key Responsibilities


Reception & Visitor Management
Provide a professional front-of-house service, welcoming visitors, customers, and contractors.
Manage visitor sign-in and sign-out processes, ensuring compliance with security procedures.
Ensure all visitors and contractors are authorised to access the building and display the correct identification.
Handle incoming enquiries and direct them to the appropriate departments or individuals.
Manage incoming voicemail messages and distribute information promptly.


Facilities & Office Support
Administer incoming and outgoing post, including sorting, scanning, franking, and coordinating courier services.
Manage parcel deliveries and collections.
Maintain kitchen supplies and refreshments, ensuring stock levels are adequately replenished.
Monitor and restock stationery and office consumables as required.
Check and manage the Facilities inbox, responding to or escalating requests appropriately.
Assist with access control administration, including door passes, ID cards, key fobs, and parking allocations.


Meeting & Event Support
Support the setup of meetings, events, and conference rooms.
Arrange refreshments, signage, room layouts, taxi bookings, and visitor parking.
Ensure meeting rooms are prepared and presented to a high standard.


Health, Safety & Compliance
Ensure contractors complete relevant site inductions.
Support routine building inspections and testing activities.
Report maintenance issues and facilities-related concerns promptly.
Maintain high standards of housekeeping, cleanliness, and sanitation throughout the office.
Act as a designated First Aider.
Take a leading role during fire evacuations and emergency procedures.


Team Support
Work collaboratively with the wider Facilities team to ensure excellent service delivery.
Provide support during busy periods and cover for team absences when required.
Maintain professionalism, confidentiality, and discretion at all times.


Person Specification

Essential Skills & Experience
Previous experience within a reception, facilities, front-of-house, or office support role.
Excellent customer service and communication skills.
Strong organisational skills with the ability to manage multiple tasks effectively.
Professional and confident manner when dealing with visitors and colleagues.
Good IT skills, including Microsoft Office applications.
Ability to work independently and use initiative.
High attention to detail and a proactive approach to problem-solving.


Desirable Skills & Experience
Experience working within facilities management or corporate office environments.
First Aid qualification (or willingness to undertake training).
Knowledge of health and safety procedures and building security processes.
Experience coordinating meeting rooms, events, and office services.


What We’re Looking For

The ideal candidate will be approachable, reliable, and highly organised, with a genuine passion for delivering excellent customer service. You will be comfortable working in a fast-paced environment, taking ownership of a varied workload, and ensuring the office operates efficiently while maintaining a welcoming and professional atmosphere.


If you’re interested in this role, click ’apply now’ to forward an up-to-date copy of your CV, or call us now.
If this job isn’t quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
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