Reception and Facilities Coordinator

March Recruitment; Weybridge; On-site; GBP 22,000 - 32,000; Full time

Job summary

March Recruitment is seeking an organised Office Reception & Facilities Coordinator in Weybridge to welcome visitors and oversee day-to-day office operations. The role combines reception duties with facilities coordination, health and safety administration and executive support to the CEO's office.

You will manage meeting room bookings, AV needs, travel arrangements, and maintain records while ensuring the office remains a welcoming, efficient hub for staff and visitors.

Qualifications

• Organised, proactive and personable administrator with a focus on service delivery.
• Experience supporting reception, facilities coordination and executive assistants is preferred.
• Strong written and verbal communication and attention to detail.

Responsibilities

• Act as first point of contact for visitors and manage post, deliveries and enquiries.
• Coordinate meeting room bookings, catering, layouts and AV for in-person and virtual meetings.
• Ensure reception and communal areas are clean, well-equipped and welcoming.
• Manage office supplies, security fobs, parking permits and records.
• Support health and safety admin including minute-taking and training coordination.

Skills

Reception

Facilities coordination

Meeting coordination

Executive support

Health & Safety admin

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.