Reception and Facilities Assistant

The Spectator; City of Westminster; On-site; GBP 15,000 - 21,000; Part time

Job summary

The Spectator is seeking a friendly, organized and professional part-time receptionist to be the welcoming face of our busy Westminster office. This front-of-house role is ideal for someone who enjoys interacting with people and ensuring smooth day-to-day running.

The successful candidate will provide an excellent first impression for visitors while supporting the wider team with general reception, facilities and administrative duties.

Qualifications

• Strong communication skills, both spoken and written.
• Highly organised and able to absorb information quickly.
• Problem solver who looks for solutions.
• Proactive and able to work on own initiative.
• Personable with relationship-building abilities.
• Hands-on and efficient; can perform tasks quickly.
• Reliable team player with honesty and integrity.
• Proficient in Microsoft Office.

Responsibilities

• Welcome and assist guests in a warm, professional manner.
• Manage the reception desk and keep the front-of-house area tidy and presentable.
• Answer and direct incoming calls promptly and courteously.
• Monitor the main entrance and manage access to the building.
• Receive, sort and distribute mail; arrange outgoing post and courier deliveries.
• Coordinate facilities tasks with cleaners, security and contractors.
• Support health and safety procedures and assist with office moves as needed.

Skills

Communication

Organisation

Team player

Initiative

Tools

Microsoft Office

Job description

We are looking for a friendly, organised and professional part-time receptionist to be the welcoming face of The Spectator. This is a varied front-of-house role, ideal for someone who enjoys interacting with people and ensuring the smooth day-to-day running of a busy office.

The successful candidate will provide an excellent first impression for visitors while supporting the wider team with general reception, facilities and administrative duties.

Key Responsibilities:

Reception

• Welcome and assist guests, visitors and clients in a warm and professional manner.

• Manage the reception desk and ensure the front-of-house area is tidy, welcoming and presentable at all times.
• Answer and direct incoming telephone calls promptly and courteously.
• Monitor the main entrance, greet arrivals and manage access to the building.
• Receive, sort and distribute incoming post and arrange outgoing mail.
• Coordinate courier deliveries and collections.

Facilities

• Ensure the office is kept clean, safe, in a good state of repair and stocked with all necessary supplies; liaising with reception, cleaners, security and recycling companies

• Carry out regular checks of office areas, meeting rooms and communal spaces, reporting any issues promptly.
• Coordinate and troubleshoot general facilities issues and requests, escalating as required
• Arrange relevant contractor when maintenance is required
• Manage relationships with external contractors and coordinate maintenance visits and contractor access to the building.
• Ensure all emergency, security and safety systems and equipment are monitored, maintained and tested as appropriate
• Work with the reception team to ensure full coverage at all times and provide reception cover if/when required
• Support health and safety procedures, including reporting hazards and assisting with emergency procedures where required.
• Assist with office moves, events and other facilities-related projects as needed

• Good spoken and written communicator
• Organised and good at taking in information
• A problem solver; enjoys looking for solutions
• Pro-active and capable of working on own initiative
• Personable and able to build relationships
• Hands-on attitude; able to work hard and perform tasks rapidly and efficiently
• Strong team player, reliable and honest
• Proficient using Microsoft Office