Reception and Facilities Assistant

Please note, this role is based at our London Head Office, and the successful candidate will be expected to work on-site five days per week.

Role Summary:

At Charles Tyrwhitt our purpose is to “Make it easy for men to dress well” and we can’t do that without our specialist teams.

The primary purpose of the Reception and Facilities Assistant is to provide a professional and warm welcome to visitors at Charles Tyrwhitt’s London head office, keep the office running smoothly, and provide general support to the Facilities Manager, Executive Assistant and Personal Assistant to the Board.

Key Responsibilities:

• Be a Charles Tyrwhitt brand ambassador. Uphold the company values and represent the brand with positive enthusiasm at all times.
• Provide the ‘warmest of warm welcomes’ to visitors and advise hosts of their arrival. Offer a drink and make visitors feel comfortable whilst waiting.
• Manage the new starter and leaver processes (including access control and the ‘follow me printing’ software), making sure access is available from Day 1, and that desks are prepped and ready to go.
• Greet and induct new starters to the site ensuring they are aware of all facilities, and the emergency procedures.
• Answer the reception phone, and direct calls as required. Receive and sort incoming post and deliveries and distribute as required. Process outgoing post, parcels, totes and book couriers. Book meeting rooms and hot desks if requested by the team.
• Order office and maintenance supplies, groceries, food and drinks for events. Take control of milk and fruit deliveries, ensuring stock levels are maintained.
• Take ownership of the office, carpet and furniture cleanliness, working with the cleaning contract manager, day cleaner and evening cleaners to ensure the office is kept clean to a high standard.
• Co-ordinate and supervise all maintenance for the office, including ensuring contractors carry out planned maintenance on time, react to issues quickly, and that repairs are carried out to a high standard.
• Work with the building and contractors to ensure that Risk Assessments and Method Statements are received, and that Permits to Work are created for every visit.
• Complete regular checks to ensure the site is tidy, free from hazards and meeting rooms are left ready for the next user. Assist team members in completing workstation assessments, and provide support to enable them to set up their workstation correctly.
• Be the lead Fire Marshall and First Aider, and organise recruitment and training of others when required. Join the Health & Safety Committee, and be the voice for the London team.
• Support with ad hoc administrative duties as required, including supporting the Executive Assistant and PA to the Board with managing Board director diaries and administration.
• Communicate out to the team at Head Office about building information and facilities activities.
• Help with events, charity drives and posters.