Reception and Facilities Assistant

Charles Tyrwhitt; City of Westminster; On-site; GBP 20,000 - 28,000; Full time

Benefits offered by this job

Staff discount

Company events

Job summary

Charles Tyrwhitt in London is seeking a Reception and Facilities Assistant to welcome visitors and help run the office smoothly, supporting the Facilities Manager and executive team.

You will act as a brand ambassador, manage access for new starters, book rooms and desks, handle post and deliveries, and coordinate maintenance and events. A proactive, communicative, and well-organised candidate will thrive in this role.

Qualifications

• Front-of-house and receptionist experience is preferred.

Responsibilities

• Provide a warm, professional welcome to visitors.
• Manage access for new starters and leavers; coordinate onboarding processes.
• Book meeting rooms and hot desks; monitor room usage.
• Handle post, deliveries and courier arrangements; manage distribution.
• Coordinate office supplies, and liaise with cleaners and contractors for maintenance.
• Assist with health and safety tasks, risk assessments and admin duties.
• Support Executives with diary management and ad hoc projects.

Skills

Communication skills

Customer service

Organisational skills

Timekeeping

Problem solving

Teamworking

Tools

Microsoft Office

Job description

The primary purpose of the Reception and Facilities Assistant is to provide a professional and warm welcome to visitors at Charles Tyrwhitt's London head office, keep the office running smoothly, and provide general support to the Facilities Manager, Executive Assistant and Personal Assistant to the Board.,

• Be a Charles Tyrwhitt brand ambassador. Uphold the company values and represent the brand with positive enthusiasm at all times.
• Provide the 'warmest of warm welcomes' to visitors and advise hosts of their arrival. Offer a drink and make visitors feel comfortable whilst waiting.
• Manage the new starter and leaver processes (including access control and the 'follow me printing' software), making sure access is available from Day 1, and that desks are prepped and ready to go.
• Greet and induct new starters to the site ensuring they are aware of all facilities, and the emergency procedures.
• Answer the reception phone, and direct calls as required. Receive and sort incoming post and deliveries and distribute as required. Process outgoing post, parcels, totes and book couriers. Book meeting rooms and hot desks if requested by the team.
• Order office and maintenance supplies, groceries, food and drinks for events. Take control of milk and fruit deliveries, ensuring stock levels are maintained.
• Take ownership of the office, carpet and furniture cleanliness, working with the cleaning contract manager, day cleaner and evening cleaners to ensure the office is kept clean to a high standard.
• Co-ordinate and supervise all maintenance for the office, including ensuring contractors carry out planned maintenance on time, react to issues quickly, and that repairs are carried out to a high standard.
• Work with the building and contractors to ensure that Risk Assessments and Method Statements are received, and that Permits to Work are created for every visit.
• Complete regular checks to ensure the site is tidy, free from hazards and meeting rooms are left ready for the next user. Assist team members in completing workstation assessments, and provide support to enable them to set up their workstation correctly.
• Be the lead Fire Marshall and First Aider, and organise recruitment and training of others when required. Join the Health & Safety Committee, and be the voice for the London team.
• Support with ad hoc administrative duties as required, including supporting the Executive Assistant and PA to the Board with managing Board director diaries and administration.
• Communicate out to the team at Head Office about building information and facilities activities.
• Help with events, charity drives and posters.
  Experience of a similar role would be advantageous.
• A bright, warm personality and positive 'can do' attitude is vital and will likely balance out any lack of experience in other areas. Training can be provided.
• Strong communication and interpersonal skills are a must, this truly is a people focused role.
• Exemplary customer service skills with a genuine desire to help others.
• Good organisation skills, adaptable, and good problem-solving ability.
• Excellent timekeeping and professional presentation are very important.
• Good knowledge of Microsoft Office package is needed.
• Ability to work well unsupervised.
• Once upon a shirt, Nicholas Charles Tyrwhitt Wheeler (whilst studying Geography at Bristol University - we might add) had the notion that he could make a better shirt at better value than anyone else in the world! He believed that all men; no matter their shape or size, where they may be in the world or indeed their budget; should be able to own a Jermyn Street quality shirt. A proper shirt. A CT shirt. That was over 3 decades ago and whilst Charles Tyrwhitt (it rhymes with spirit by the way) is still famous for proper shirts, these days we are about so much more than collars and cuffs. Our purpose is to \"make it easy for men to dress well\". We take care of a chap's entire wardrobe, providing stylish solutions for every occasion. We make sure he gets what he wants, when and how he wants it.
  Competitive salary and excellent bonus scheme
• An entrepreneurial environment where you'll be encouraged to try things and make changes to drive the business forward
• You’ll have access to Staff Discount from your 1st day, not just at CT but also from The White Company!
• We are proud to go about our business in the right way and partner with many charities and sustainability partners - 'giving something back' is an important part of our ethos
• At HQ we are serious about having fun. Our Christmas and summer parties are the stuff of legend and our CT Social Team ensure there is always something exciting to get involved in