LMA Recruitment
Reception and Facilities Coordinator
London
£40k/yr
Posted about 19 hours ago
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Location: London
Onsite
Hours: 8-5pm / 9-6pm
Salary: up to £40k
Reception Duties - 40%
- Answer all incoming calls, messages, and queries, fielding and directing to the appropriate person where necessary
- Welcoming and coordinating guest and visitor arrivals and departures. Continuous, professional interaction with clients is required at all times
- Managing 8 meeting room diaries and logistics; maintaining the daily schedule, preparing the rooms and hospitality for meetings
- Managing all incoming and outgoing post, courier, and deliveries, coordinating with couriers and internal/external storage facilities
- Maintaining good working relationships with the building reception desk
- Partnering closely with the internal administrative function to ensure a smooth front-of-house service for all internal parties
- Coordinating reception desk cover (lunch, breaks, and post periods)
- Maintaining the Reception and Facilities Manual with up-to-date processes/contacts for reference for any temp cover
- Ad hoc booking of taxis for visitors
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Facilities Coordination - 40%
- Managing all office and kitchen supplies including orders for stationery, kitchen, and general office supplies
- Coordinating facilities processes with third parties, including the building facilities team, contractors, maintenance companies, cleaners, and other vendors - these could be routine and planned or otherwise ad hoc or unscheduled
- Supervising 5th floor cleaning services
- Ensuring communal kitchen, public areas are clean and well maintained
- Identify general corrective facilities maintenance requirements of floor
- Preserve general security measures
- Working with facilities NY to maintain seating plans and employee extensions lists
- Point of contact between the building & maintenance team regarding the 5th floor’s landlord & tenant demises
- Attending quarterly & yearly occupier meeting in absence of Facilities Manager
- Liaising with Derwent for parking, refuse area, out-of-hours works, lockers, etc.
- Responsible for reporting any temperature and lighting issues to Facilities Manager
- Create access & work permits between contractors & the building management (arranging temporary security passes for workers, parking, tools for different workers)
- Electrical Work, Fire Alarm Isolation, Hot Works, Working at height, lone working, RAM’s for Health & Safety...
- Filing records for repairs & supply guarantees of purchased equipment. Maintain documentation to ensure ease of access to required information.
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Admin Assistance and other ad hoc projects as directed – 20%
- Admin assistance for IT team – mainly travel, expenses, maintaining holiday calendar
- Working with all staff admin to assist for company international employees – changes to schedule, taxis, restaurants, and other ad hoc limited support (we expect that the respective visitor’s main admin assistant will schedule, and reception will support any changes to schedule where necessary)
- Assemble and bind presentation books
- Other ad hoc projects, as necessary
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Skills
Reception Duties
Facilities Coordination
Admin Assistance
Client Interaction
Meeting Room Management
Post Management
Office Supplies Management
Vendor Coordination
Security Measures
Documentation Maintenance
Travel Coordination
Expense Management
Presentation Assembly
Communication Skills
Organizational Skills
Time Management
Location