Front of House Assistant (FTC)

Macro; Henley-on-Thames; On-site; GBP 21,000 - 26,000; Full time

Job summary

Macro is seeking a Front of House Assistant to deliver a welcoming and efficient reception, switchboard and room booking service at our Henley-on-Thames office. You will support visitors, employees and contractors and collaborate with the Facilities team to maintain a high standard of workplace experience.

The role is based at the client’s EMEA corporate office and offers a busy, customer‑facing environment with varied tasks and reasonable flexibility to cover holidays and sickness.

Qualifications

• Good standard of general education.
• Previous experience in a similar role is desirable.
• Strong communication and organisational skills.

Responsibilities

• Welcome visitors professionally and sign them in.
• Handle switchboard calls and transfer to the right person.
• Book meeting rooms and hot desks with catering and IT needs.
• Provide admin support to the Front of House Manager and Facilities team.
• Support facilities initiatives and projects as required.

Skills

Excellent communication

Customer service

Microsoft Office

Reception experience

Education

General education

Tools

Telephony systems

Job description

Location United Kingdom Henley on Thames RG91HH

Working Location Category Based

About Us

Macro is a recognised global specialist in facilities management, providing cutting-edge services to some of the most prominent brands offering workplace design, helpdesk services, interim property management, and providing solutions to making buildings healthier, smarter and sustainable by using advanced technological solutions.

We are driven by a commitment to excellence in everything we do. Our values-Drive for Better, Delight Customers, Do What’s Right, and Develop People-shape our culture and guide our decision-making. Our strategic priorities focus on Everyday Excellence, Outstanding Experience, and Everlasting Impact.

Join our team to contribute to an organisation that prioritises innovation and technology. Experience the perfect blend of opportunity and community, where you will benefit from a supportive and people-focused culture.

About The Role

The Front of House Assistant plays a key role in delivering an exceptional workplace experience for employees, clients, visitors, and contractors. The role is responsible for providing a professional, welcoming and efficient reception, switchboard and room booking service while supporting the wider Facilities team.

Based at the client's EMEA corporate office in Henley-on-Thames, which comprises approximately 130,000 sq. ft., the role requires excellent customer service skills, strong attention to detail and the ability to manage multiple priorities in a fast-paced environment.

Please note that this position is offered on a 6-month Fixed-Term Contract.

Main Responsibilities

The duties listed below are not exhaustive and may be amended to meet the changing needs of the business.

Reception

• Welcome visitors professionally, creating a positive first impression through friendly, helpful service.
• Ensure visitors and contractors are signed in correctly, site procedures are followed, and hosts are notified of arrivals.
• Provide an inclusive, accessible welcome and support reasonable accessibility requirements.
• Act as the first point of contact for employee and visitor enquiries.
• Monitor the reception inbox and respond to enquiries promptly.
• Answer telephone calls professionally and efficiently.
• Arrange taxis and executive cars for client staff as requested.
• Maintain a clean, tidy and professional Reception area.
• Provide flexible cover during holidays, sickness and other absences.
• Work with the Facilities team to proactively resolve issues, escalating when necessary.
• Demonstrate ownership, accountability and attention to detail while building positive relationships and promoting collaboration across Macro, client and supply partner teams.
• Maintain confidentiality and handle sensitive information in accordance with company policies and procedures.
• Provide reception cover between 08:00 and 17:00, rotating weekly between 08:00–16:30 and 08:30–17:00 shifts.

Room Bookings & Events

• Book meeting rooms and hot desks, accurately recording room layouts, attendee numbers, catering, IT support and logistical requirements.
• Liaise with clients, Facilities, IT and catering teams to deliver meetings, conferences and events successfully.
• Review upcoming bookings daily and confirm requirements to ensure rooms and associated services are prepared in advance.
• Communicate catering requirements, booking amendments and last‑minute requests promptly to the catering team.
• Coordinate with housekeeping to ensure meeting rooms are cleared, reset and maintained to agreed standards.
• Support internal events and workplace activities as required.

Switchboard

• Manage incoming switchboard calls for UK offices professionally and efficiently, meeting agreed service standards and response times.
• Transfer calls accurately to the appropriate individuals or departments.
• Follow company procedures for unsolicited calls, scammers and cold callers.
• Promptly report and log telecommunications faults in accordance with established procedures.

Administration

• Provide administrative support to the Front of House Manager and Facilities team, including record keeping, document management and general administration.
• Assist with arranging training courses, meetings and workplace services.
• Support Facilities initiatives, projects and workplace improvements.
• Act as a Macro Champion for a designated area of responsibility.
• Gather and collate data for monthly reports and KPI submissions.
• Conduct monthly Health, Safety and Environmental (HSE) inspections and ensure identified actions are completed.
• Collaborate on projects led by managers and stakeholders across the business.
• Undertake additional duties reasonably commensurate with the role's level and responsibilities.

Finance Support

• Attend finance meetings relating to aged debt management.
• Review aged debt information through Power BI and maintain accurate tracking records.
• Prepare and distribute weekly aged debt reports to the Finance Leadership Team.
• Complete monthly recharge processes and submit supporting documentation to the client's Finance department.
• Maintain accurate financial records and reporting information.

About You

The ideal candidate will have:

• A good standard of general education.
• Previous experience in a similar role is desirable.

Essential Skills and Requirements

• Excellent verbal and written communication skills.
• Strong customer service and relationship-building skills.
• Ability to manage competing priorities and work effectively under pressure.
• Professional presentation and conduct.
• Strong organisational skills and attention to detail.
• Ability to take ownership of tasks and work independently when required.
• A positive and proactive approach to problem-solving.
• Ability to make appropriate decisions and exercise sound judgement.
• Strong teamwork and collaboration skills.
• Proficiency in Microsoft Office applications, including Outlook, Word and Excel.
• Experience using telephony, visitor management and/or meeting room booking systems.
• Ability to handle confidential information with discretion.
• A flexible approach to supporting team and business requirements.
• Willingness to provide holiday and sickness cover when required.

Diversity Statement

We want to create a workplace where everyone feels safe to bring their whole selves to work. We recognise that every individual has different needs. This is Me is Macro’s EDI campaign, a commitment to understanding and supporting those needs, both professionally and personally.

Our aim is to help identify and acknowledge individual needs that may impact work-life experience. It's about being proactive, learning from one another, and creating a supportive space that encourages growth and productivity.

Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact [e-mail] to speak to a member of our team.