Maven Securities
Front Office Receptionist
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About the Role
The Receptionist / Workplace Services Administrator is responsible for delivering a professional, welcoming, and efficient front-of-house experience for employees, interns, graduates, clients, and visitors.
The role will act as a key point of contact for the workplace, supporting day-to-day reception operations, building security and access, staff and intern/graduate travel and accommodation arrangements, while working closely with Workplace Services and other internal teams to ensure the workplace operates smoothly. The successful candidate will be highly organised, personable, and proactive, with excellent attention to detail.
Responsibilities
Front of House & Reception
- Manage the front desk and provide a professional, friendly, and welcoming reception service.
- Greet and register visitors, clients, candidates, contractors, and other guests.
- Manage incoming calls, emails, and general enquiries, directing them to the appropriate person or team.
- Coordinate visitor access, meeting room requirements, and arrival arrangements.
- Maintain a high standard of presentation across the reception and front-of-house areas.
- Support meeting and event requirements where appropriate.
- Act as a central point of contact for employees and visitors for workplace-related queries.
- Support the day-to-day management of workplace security and access procedures.
- Manage visitor sign-in and ensure visitors are appropriately authorised and escorted where required.
- Issue and manage visitor passes, access cards, and other relevant credentials.
- Liaise with building security, reception/security teams, and relevant internal stakeholders.
- Support emergency procedures, evacuation processes, and other workplace safety requirements.
- Maintain accurate records relating to visitors, access, and security where required.
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Staff, Intern & Graduate Travel and Accommodation
- Coordinate travel and accommodation bookings for employees, interns, and graduate hires.
- Arrange flights, rail travel, hotels, transfers, and other travel requirements in line with company policy.
- Work with internal stakeholders to understand travel requirements, schedules, and preferences.
- Manage changes, cancellations, and last-minute travel arrangements efficiently.
- Maintain accurate booking records and ensure relevant itineraries and confirmations are communicated promptly.
- Liaise with travel agent to ensure bookings are handled efficiently and any changes are made as quickly as possible.
- Make travel arrangements for interns and graduates joining the business, including relocation or onboarding-related requirements where applicable.
- Ensure travel and accommodation bookings are completed within agreed budgets and approval processes.
Workplace & Facilities Support
- Work closely with the Facilities / Workplace team to support the smooth running of the office.
- Check kitchen and stationery stock and restock as required.
- Place weekly milk and snack orders for the office.
- Act as an initial point of contact for workplace and facilities queries raised by employees and visitors.
- Report maintenance, cleaning, access, security, and other facilities issues to the WPS team.
- Assist with contractor and supplier access and coordination.
- Support workplace inspections, office moves, events, and other facilities-related activities.
- Assist with ordering and maintaining front-of-house and workplace supplies.
- Prepare and send out Workplace weekly containing key weekly information for staff (Gym schedule and menu).
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Administration
- Support the Facilities team with administrative tasks, records, and general workplace coordination.
- Maintain accurate reception, visitor, travel, and accommodation records.
- Process expenses relating to travel, accommodation, and workplace services where required.
- Prepare basic reports and management information when required (i.e., access and travel reports).
- Maintain confidentiality when handling employee, visitor, and travel information.
- Support wider Workplace Services projects and initiatives as required.
Qualifications
- Previous experience in reception, front-of-house, workplace services, office administration, or a similar customer-facing environment.
Required Skills
- Excellent communication and interpersonal skills.
- Professional, confident, and approachable manner.
- Strong organisational skills and excellent attention to detail.
- Ability to manage multiple priorities and remain calm under pressure.
- Experience arranging travel and accommodation is desirable.
- Strong problem-solving skills and a proactive approach.
- Ability to work independently while also being an effective team player.
Equal Opportunity Statement
We are committed to diversity and inclusivity.
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