Office Experience & Facilities Coordinator

RWS; Sheffield; On-site; GBP 23,000 - 28,000; Full time

Job summary

RWS is seeking a proactive Sheffield-based professional to join our team as a Reception and Office Coordinator. The role covers frontline reception, workplace experience, facilities support and H&S responsibilities to maintain a safe, engaging and efficient office.

You will handle visitor management, meeting room coordination, catering, events and supplier relations while promoting a positive culture. A flexible, proactive approach and strong MS Office skills are essential.

Qualifications

• Previous experience in a reception, office coordination, workplace experience, facilities or administrative role.
• Excellent customer service and stakeholder management skills.
• Strong organisational skills with the ability to manage multiple priorities.
• People-focused mindset and positive energy to the office every day.
• Ability to work independently, use initiative and take ownership of responsibilities.
• Proficient in Microsoft Office applications, including Outlook, Teams and Excel.
• Have flexibility with work hours when needed (notice generally 1–2 weeks in advance).
• Experience with, or willingness to learn: First aid at work and fire marshal training or experience and SAP Concur.

Responsibilities

• Act as the primary point of contact for employees, visitors, contractors and external stakeholders, ensuring a professional and welcoming experience.
• Coordinate meeting room bookings and support the delivery of internal meetings, leadership events and client visits.
• Arrange catering, hospitality and workplace support services when required.
• Support planning and delivery of employee engagement activities, office events and community initiatives.
• Coordinate facilities-related requests.
• Coordinate courier, postal and delivery services for the office.
• Maintain relationships with suppliers and vendors and ensure documentation is kept up to date.
• Support site security processes, including visitor management, access control systems, access cards and key administration.
• Maintain evacuation and occupancy records in line with business continuity and emergency requirements.
• Champion a positive Health, Safety and Wellbeing culture across the Sheffield office.
• Conduct routine workplace inspections and safety checks, escalating risks and hazards as appropriate.
• Coordinate Health & Safety activities including workplace inductions, emergency preparedness, fire safety arrangements and first aid provision.
• Maintain Health & Safety records, including training records, inspections, incidents, accident reporting and compliance documentation.
• Support internal audits, compliance reviews and the implementation of corrective actions where required.
• Maintain relevant Health & Safety training and qualifications necessary to fulfil the responsibilities of the role.

Skills

Reception & coordination

Customer service

Stakeholder management

Organisational skills

MS Office

Flexible hours

Health & Safety awareness

Tools

SAP Concur

Meeting room booking systems

Job description

RWS is seeking a proactive Sheffield-based professional to join our team as a Reception and Office Coordinator. The role covers frontline reception, workplace experience, facilities support and H&S responsibilities to maintain a safe, engaging and efficient office.

You will handle visitor management, meeting room coordination, catering, events and supplier relations while promoting a positive culture. A flexible, proactive approach and strong MS Office skills are essential.