Reception and Facilities Coordinator

March Personnel; Staines-upon-Thames; On-site; GBP 25,000 - 34,000; Full time

Job summary

March Recruitment in the United Kingdom is seeking an organised and personable Office Reception & Facilities Coordinator. You will be the first point of contact for visitors, manage reception enquiries, and coordinate meeting rooms, catering and AV for both in-person and virtual meetings.

You will also support health and safety administration, maintain facilities records, and assist the Executive Assistant to the CEO with travel, events and expenses.

Qualifications

• Excellent organisational and time-management skills.
• Professional, approachable communication skills.
• Strong attention to detail and high standards of work.

Responsibilities

• Act as the first point of contact, welcoming visitors and managing reception enquiries.
• Coordinate meeting room bookings, catering, layouts and AV for in-person and virtual meetings.
• Ensure reception, meeting rooms and communal areas are clean, well-equipped and welcoming.
• Manage office supplies, security fobs, parking permits and records.
• Coordinate building maintenance, supplier liaison and safety compliance where required.
• Support Health & Safety admin including minute-taking and action tracking.
• Assist Executive Assistant to the CEO with document prep, travel and events.
• Process expenses and help with travel arrangements in line with policies.

Skills

Organisational skills

Time management

Communication (written and verbal)

Attention to detail

Prioritisation

Proactive mindset

IT literacy

Microsoft Office

Teamwork

Discretion & confidentiality

Tools

Microsoft Office

Job description

Our client is seeking an organised, proactive and personable Office Reception & Facilities Coordinator to provide a welcoming first point of contact for visitors and ensure the smooth day-to-day running of the office. The role combines reception and facilities coordination with meeting and event support, health and safety administration and general administrative support to the Executive Assistant to the CEO.

Key Responsibilities

Reception & Office Coordination

• Act as the first point of contact, welcoming visitors and managing incoming post, deliveries and reception enquiries.
• Coordinate meeting room bookings, catering, room layouts and AV requirements, supporting both in-person and virtual meetings and events.
• Ensure reception, meeting rooms and communal areas are clean, tidy, well-equipped and welcoming.
• Manage office supplies, stationery, security fobs, parking permits and associated records.
• Coordinate building maintenance, repairs, inspections, waste disposal and recycling, liaising with suppliers and contractors as required.
• Maintain facilities records, support archiving and assist with business continuity arrangements.

Health & Safety

• Provide administrative support to the Health and Safety team, including minute-taking and action tracking.
• Maintain driving-at-work records and coordinate relevant training.
• Assist with overseas travel arrangements, PPE purchasing and training administration.

Executive & Administrative Support

• Support the Executive Assistant to the CEO with document preparation, meeting coordination and company events.
• Process expenses and arrange business travel in line with company policies and budgets.
• Undertake additional administrative duties as required.

Key attributes

• Excellent organisational and time management skills.
• Professional, approachable and confident communication skills.
• Strong attention to detail and high standards of work.
• Ability to manage competing priorities and meet deadlines.
• Proactive, adaptable and able to use initiative.
• Good written and verbal communication skills.
• Confident using IT systems and Microsoft Office.
• Ability to work independently and as part of a team.
• Discreet, trustworthy and committed to maintaining confidentiality and following procedures.

Please note: Due to the large volume of applications we receive for each position we will only be able to respond to applications received with the relevant skills. Should you not hear from us within a week, unfortunately on this occasion your application has been unsuccessful.

March Recruitment is an equal opportunities employer and complies with all relevant UK legislation. Please note that by applying for this vacancy you accept March Recruitment’s Privacy Policy and GDPR Policy which can be found on our website and therefore give us consent to contact you.