Key Responsibilities

• Act as the first point of contact for the business, providing a professional and welcoming front-of-house service.
• Answer and manage incoming telephone calls, taking accurate messages and directing calls to the relevant team members.
• Monitor and respond to incoming emails, ensuring enquiries are dealt with promptly and professionally.
• Welcome and assist visitors, customers, contractors and suppliers.
• Provide general administrative and office support to the wider team.
• Maintain accurate and up-to-date records across internal systems.
• Input, update and retrieve information from company databases and systems.
• Assist with the administration and coordination of customer and engineer requirements.
• Ensure relevant information is communicated accurately between customers, engineers and internal departments.
• Maintain accurate job, customer and service records.
• Prepare and organise documents, correspondence and general office paperwork.
• Assist with the day-to-day administration of ongoing jobs and customer requirements.
• Follow up on outstanding administrative tasks and ensure actions are completed within the required timescales.
• Support the wider team with general administration and ad-hoc requests.
• Ensure information entered onto internal systems is accurate and kept up to date.
• Deal professionally and confidently with customers, suppliers and engineers via telephone and email.
• Take ownership of tasks and see them through to completion.
• Assist with the general organisation and smooth running of the office.
• Provide support to other members of the team when required.

About You

The successful candidate will be confident, personable and highly organised, with the ability to work effectively in a busy office where there can be multiple priorities at any one time.

You should have:

• At least 3 years' experience in a receptionist, administrator, office coordinator or similar role.
• Excellent telephone manner and communication skills.
• A professional, friendly and approachable personality.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Strong organisational and time-management skills.
• The ability to prioritise workloads and manage multiple tasks simultaneously.
• Good computer skills and confidence using Microsoft Office and internal systems.
• The ability to learn new software and systems quickly.
• A proactive approach and willingness to take ownership of responsibilities.
• The ability to work independently while also being a strong team player.
• The ability to remain calm, professional and organised within a fast-paced working environment.
• A strong customer-service mindset.
• Confidence communicating with customers, engineers, suppliers and colleagues at all levels.
• A flexible approach and willingness to support the wider team when required.

Desirable Experience

The following experience would be advantageous but is not essential:

• Previous experience within the security, engineering, facilities, construction or technical services sectors.
• Experience working within a busy service-based or field-based business.
• Previous experience supporting engineers, technicians or field-based teams.
• Experience managing customer enquiries and service-related administration.
• Experience working in an environment where priorities and workloads can change quickly.

The Person We’re Looking For

This role would suit an experienced Receptionist, Administrator or Office Coordinator who enjoys being at the heart of a busy business and takes pride in keeping things organised and running smoothly. You will be someone who is reliable, proactive, personable and switched-on, with the confidence to deal with customers and colleagues while also having the attention to detail required to keep administration and internal systems accurate.

If you have experience working in a fast-paced environment, enjoy taking ownership of your workload and are looking for a long-term opportunity with an established business, we would be keen to hear from you.