Facilities Assistant and Receptionist

Apex group; London; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading company in financial services is seeking a Facilities Assistant and Receptionist in London. The role includes providing reception duties, maintaining a professional environment, and supporting administrative tasks. Ideal candidates will be smart, presentable, and possess strong communication and IT skills. Join a dynamic team committed to positive change and personal development.

Qualifications

• Ability to work under pressure.
• Confident and well-spoken telephone manner.

Responsibilities

• Provide reception duties and administrative assistance.
• Maintain reception area and meeting rooms.
• Ensure compliance with office policies.

Skills

Professional Manner

Telephone Skills

IT Skills

Tools

Word

Excel

Outlook

Job description

Facilities Assistant and Receptionist page is loaded

Facilities Assistant and Receptionist

Apply remote type: Onsite | Location: London | Time type: Full time | Posted on: Posted 2 Days Ago | Job requisition id: JR-0012796

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.

Our business is unique in its ability to reach globally, service locally, and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide. Your career with us should reflect your energy and passion.

That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.

Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.

For our business, for clients, and for you

Facilities Assistant and Receptionist

Role Location: London, Aldersgate Street
Department: Administration
Employment Type: Full time

The Role & Key Responsibilities:

1. Provide Reception duties and offer administrative/clerical assistance to all teams
2. Ensure the reception area is always clean and presentable
3. Develop and maintain an effective working relationship with clients, your team, and office colleagues
4. Foster the spirit of teamwork and client service excellence and cooperate with colleagues to promote an open and supportive environment.
5. Carry out duties diligently and professionally, being flexible to provide the best service and cover for reception.

The duties are varied and include, but are not limited to:

Reception

1. Answer all incoming calls promptly, direct calls as necessary, and take messages
2. Meet and greet visitors/clients and escort them to meeting rooms
3. Prepare refreshments for clients on arrival
4. Maintain reception area in accordance with Apex's clear desk policy
5. Arrange taxis for clients/visitors
6. Maintain visitor log
7. Manage meeting room calendars and bookings for both floors
8. Set up and clear meeting rooms before and after meetings
9. Arrange in-house lunches and refreshments when required
10. Handle deliveries, post, and general tasks
11. Receive and sign off on all office deliveries at ground floor reception and store items appropriately
12. Log courier bookings, post, and dispatch all post
13. Handle notarial requests via email, with collection as needed
14. Monitor and distribute milk & fruit deliveries
15. Ensure kitchens are tidy and well-stocked daily on both floors
16. Issue and control office entry key fobs and building access cards

Administration/Clerical

1. Scan documents
2. Refill copiers with paper daily
3. Maintain and update locker allocation spreadsheets
4. Maintain archiving schedule and respond to requests
5. Keep stationery cupboards well-stocked and tidy
6. Oversee the office clear desk policy
7. Attend training as First Aider/Fire Marshal/Health and Safety officer if needed
8. Liaise with Office Manager regarding office expenditure

Skills Required:

• Process all work professionally
• Be smart, presentable, and project a professional image
• Confident and articulate telephone manner
• Continuously expand knowledge of company procedures and business
• Ability to work under pressure
• Proficient in Word, Excel, and Outlook

Hours of work: 09:00 – 17:00, with 1-hour lunch, Monday to Friday. Flexibility for extra hours during busy periods is required, along with other duties as needed.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted. Apex operates a direct sourcing model, and agency assistance will be engaged directly with our exclusive recruitment partners.

Our Story

About Apex Group

We are committed to driving positive change in financial services, supporting asset managers, allocators, financial institutions, and family offices. Established in Bermuda in 2003, we have continually disrupted the asset servicing industry through innovation and talent investment. Today, we lead in asset servicing with a unique single-source solution and a unified cross-asset class platform, supported by a long-standing management team and over 13,000 professionals.

We’re a people-powered business, full of ambition. Together, we aim to lead a new era of data and tech-enabled service, bringing innovative products, sharpening client focus, and exceeding expectations. Our focus on making a difference to our people, planet, and society offers a richer experience than most companies.

Working at Apex

Prepare to accelerate.

As a people-powered business with a vision to inspire a new era of service-led FinTech, we’re expanding globally. This provides more opportunities for growth. We will support your development with challenging projects, vibrant networks, supportive colleagues, and approachable leaders, helping you own your journey.