Facilities & Reception Coordinator

First Response Group; Ipswich; On-site; GBP 21,000 - 26,000; Full time

Job summary

First Response Group is seeking an organised Facilities & Reception Coordinator for our Ipswich-based Suffolk Highways team. You will be the first contact for visitors and contractors, manage sign-in and ID badges, coordinate access, and support FM administration across multiple depots.

Strong customer service and Microsoft Office skills are essential. The role operates Monday to Friday with standard daytime hours; you will be responsible for maintaining a professional reception, rooms, post

Qualifications

• Previous experience in a reception, facilities, office administration or customer service environment.
• Excellent communication and interpersonal skills.
• Strong organisational skills with the ability to manage multiple priorities.
• A proactive approach to problem-solving and service delivery.
• Good working knowledge of Microsoft Office applications, including Outlook, Word and Excel.
• The ability to work independently while building strong working relationships across teams.
• High attention to detail and ability to maintain accurate records.
• A professional and customer-focused approach at all times.

Responsibilities

• Providing a professional and welcoming experience for all visitors, contractors and guests.
• Managing visitor sign-in procedures, inductions and ID badge issuance.
• Coordinating contractor access and ensuring site compliance requirements are met.
• Managing meeting room bookings and maintaining room utilisation schedules.
• Monitoring reception and visitor booking inboxes.
• Maintaining visitor records and site sign-in documentation across all depots.
• Ordering, updating and managing employee ID badges.
• Supporting fire safety procedures, including Fire Warden responsibilities during drills and emergencies.
• Assisting with weekly fire testing coordination and reporting.
• Conducting opening and closing duties, including building access, barriers, gates and associated checks.
• Carrying out daily meeting room inspections to ensure equipment is operational.
• Maintaining a clean, professional and welcoming reception environment.
• Managing incoming post, parcels and deliveries.
• Controlling visitor access through intercom and barrier systems.
• Operating the building tannoy system for internal communications.
• Liaising With Cleaning Teams And Other Support Functions.
• Reporting and escalating security or building maintenance issues.
• Facilities Management Administration
• Monitoring and managing FM and depot-related mailboxes, ensuring all requests are acknowledged and actioned promptly.
• Logging, tracking and coordinating maintenance, cleaning, security and building access issues through to resolution.
• Maintaining compliance schedules and supporting statutory inspection programmes.
• Coordinating weekly calls with depot representatives to identify and address site issues.
• Coordinating weekly update meetings with the FRG FM Helpdesk to monitor planned and reactive maintenance activities.
• Managing and tracking handyman and minor works requests.
• Maintaining FM trackers, records and task management systems to support audit and reporting requirements.
• Producing monthly Facilities Management reports highlighting performance, completed works, outstanding actions and recurring issues.
• Working collaboratively with internal stakeholders and service providers to ensure high standards of building management and support.

Skills

Reception experience

Facilities administration

Customer service

Organisation

MS Office (Outlook, Word, Excel)

Attention to detail

Independent work

Tools

MS Office (Outlook)

CRM / office tools

Job description

About The Role

We are looking for an organised, professional and proactive Facilities & Reception Coordinator to join our Suffolk Highways team based in Ipswich. As the first point of contact for visitors, contractors and colleagues, you will play a key role in delivering an exceptional front-of-house experience while providing essential administrative support to the Facilities Management (FM) function across multiple Suffolk Highways depots. This is an exciting opportunity for someone who enjoys a varied role, thrives in a fast-paced environment, and takes pride in delivering excellent customer service and operational support. First Response Group is not just a workplace. It is a vibrant community where passion fuels our excellence, integrity guides our conduct, empowerment shapes our successes, and a sense of community binds us together. We are pioneers in our field, and we seek to inspire every person to reach their maximum potential. First Response Group is committed to encouraging equality, diversity and inclusion across our workforce and eliminating unlawful discrimination. We are a Living Wage Foundation Recognised Service Provider, accredited to the Inclusive Employers Standard, a Disability Confident Committed employer and a signatory of the Armed Forces Covenant. Working Pattern: Monday to Friday Monday-Thursday shift: 08:00 – 16:30 (with 30-minute lunch break) Friday shift: 08:00 – 16:00 (with 30-minute lunch break)

Job Description

Reception & Front of House:

• Providing a professional and welcoming experience for all visitors, contractors and guests.
• Managing visitor sign-in procedures, inductions and ID badge issuance.
• Coordinating contractor access and ensuring site compliance requirements are met.
• Managing meeting room bookings and maintaining room utilisation schedules.
• Monitoring reception and visitor booking inboxes.
• Maintaining visitor records and site sign-in documentation across all depots.
• Ordering, updating and managing employee ID badges.
• Supporting fire safety procedures, including Fire Warden responsibilities during drills and emergencies.
• Assisting with weekly fire testing coordination and reporting.
• Conducting opening and closing duties, including building access, barriers, gates and associated checks.
• Carrying out daily meeting room inspections to ensure equipment is operational.
• Maintaining a clean, professional and welcoming reception environment.
• Managing incoming post, parcels and deliveries.
• Controlling visitor access through intercom and barrier systems.
• Operating the building tannoy system for internal communications.

Liaising With Cleaning Teams And Other Support Functions.

• Reporting and escalating security or building maintenance issues.

Facilities Management Administration

• Monitoring and managing FM and depot-related mailboxes, ensuring all requests are acknowledged and actioned promptly.
• Logging, tracking and coordinating maintenance, cleaning, security and building access issues through to resolution.
• Maintaining compliance schedules and supporting statutory inspection programmes.
• Coordinating weekly calls with depot representatives to identify and address site issues.
• Coordinating weekly update meetings with the FRG FM Helpdesk to monitor planned and reactive maintenance activities.
• Managing and tracking handyman and minor works requests.
• Maintaining FM trackers, records and task management systems to support audit and reporting requirements.
• Producing monthly Facilities Management reports highlighting performance, completed works, outstanding actions and recurring issues.
• Working collaboratively with internal stakeholders and service providers to ensure high standards of building management and support.

Essential Skills

• Previous experience in a reception, facilities, office administration or customer service environment.
• Excellent communication and interpersonal skills.
• Strong organisational skills with the ability to manage multiple priorities.
• A proactive approach to problem-solving and service delivery.
• Good working knowledge of Microsoft Office applications, including Outlook, Word and Excel.
• The ability to work independently while building strong working relationships across teams.
• High attention to detail and ability to maintain accurate records.
• A professional and customer-focused approach at all times.