Facilities & Events Assistant

Randstad (Schweiz) AG; London; On-site; GBP 23,000 - 28,000; Full time

Job summary

An established industry player is seeking a dedicated Facilities and Events team member to deliver exceptional service in a prestigious environment. This role involves a variety of tasks, from managing reception duties to organizing events, ensuring that all clients feel valued and welcomed. The ideal candidate will bring a strong hospitality background, excellent communication skills, and a proactive attitude to handle the dynamic needs of the facility. Join a vibrant team where your contributions will enhance the client experience and foster lasting relationships.

Benefits

20 days paid annual leave

Increased leave after 12 months

Pension scheme with employer contribution

Qualifications

• Strong Front of House/hospitality background required.
• Proficient in Microsoft Word and Excel.
• Ability to maintain exceptional customer service.

Responsibilities

• Open and close facilities, ensuring security.
• Greet clients and manage reception duties.
• Assist with internal and external event organization.

Skills

Receptionist experience

Microsoft Office Suite proficiency

Office equipment handling

Professional attitude

Communication skills

Organizational skills

Multitasking

Customer service attitude

Team player

Additional languages

Job description

Role Overview

This highly regarded ADR facility is looking to appoint a Facilities and Events team member to provide an exceptional 5 star service to our clients and users of the center. They will report into the Operations Manager.

Experience

The successful candidate will have a strong Front of House / hospitality background. They should be proficient in Microsoft Word and Excel. The successful candidate will be able to use their initiative and skillset to ensure all users of the IAC are looked after and left wanting to return.

Principle Tasks

• Open and close facilities where required (Securing the building is essential)
• Ensuring suites are fully prepared and stocked each day
• Managing stock levels and update Ops office accordingly
• Preparing swipe cards for users in advance of hearings
• Greeting clients promptly upon arrival at main reception adhering to the IAC level of service
• Welcoming clients at Chancery Lane drop off and receive deliveries where required
• Managing the switchboard for all Members and staff
• Taking accurate messages and ensuring they’re relayed efficiently via email to the correct person
• Researching future clients in advance of arrival and providing profiles to the team
• Familiarise with personal preferences for all repeat users of the centre and reflecting on the internal database. Keeping the database up to date.
• Communicating with team members, ensuring the hearing floors are covered at all times
• Arranging all couriers for UK and international deliveries.
• Build and maintain a current, working knowledge of all policies, procedures, systems and developments, as well as general information, in order to provide visitors with information as required.
• Serving breakfast, lunch and hot drinks for clients throughout the day.
• Clearing crockery from breakout suites and hearing rooms after each break, loading and unloading the dishwasher.
• Replenishing water bottles, soft drinks and snacks/treats in hearing rooms/breakout suites daily.
• Clearing away any rubbish in the suites and ensuring they remain clean and tidy at all times.
• Ensuring the building is tidy at all times and reporting any issues / hazards to the Ops Manager
• Assisting with restaurant bookings, travel arrangements and appointments.
• Assisting with the organisation of internal and external events. To include preparation of badges and itineraries
• Maintain close working relationships with the Operations Manager and all team members
• Maintain a smart appearance and comply with the company general policy with regards to dress code/uniform
• Ensure that an exceptional level of customer service is maintained at all times
• Ad hoc duties

Skills

• Proven work experience as a Receptionist, Front of House or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful, take initiative and be proactive when issues arise
• Excellent organisational skills
• Multitasking and time-management skills, with the ability to prioritise tasks
• Customer service attitude
• Ability to stay calm and work well under pressure
• Work well in fast-paced environment
• Can-do and positive attitude
• Team player
• Additional languages are a plus

Working hours

8 hours a day plus 1 hour for lunch (shift times generally vary between 7:30am – 9pm but on rare occasions the start may be as early as 6.30am or finish as late as 10.00pm).

Remuneration

Salary: up to £28k per annum

Benefits

Annual Leave: 20 days paid annual leave per annum for the first 12 month of employment increasing to 25 paid working days after that time.

Pension: The Employer will contribute 3% of your annual salary and the Employee will contribute 5% of their annual salary in line with the Workplace Pension Scheme.