Reception Host

Proception; Livingston; On-site; GBP 16,000 - 23,000; Part time

Benefits offered by this job

28 days holiday

On-site role

Job summary

PROception are seeking aReceptionist to deliver a professional front-of-house service for employees, visitors, contractors and customers at Alba Campus, Livingston. The role supports facilities operations, reception duties, procurement processes and site administration while ensuring a welcoming, well-organised reception area.

The successful candidate will handle sign-in, visitor management and phone/email inquiries, with a focus on safety, compliance, and responsive service.

Qualifications

• Previous experience in a Receptionist, Front of House, Customer Service, or Administrative role.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Teams).
• Ability to prioritise workload and work independently.
• Professional and approachable manner.

Responsibilities

• Front of House Management: Greet and welcome visitors; manage sign-in; escort visitors; maintain a professional reception area.
• Facilities Administration: Raise, monitor and close facilities work requests; support admin tasks and reporting; manage meeting room bookings.
• Contractor & Visitor Management: Support arrivals/departures; maintain records; manage access cards and security systems.
• Customer Service: Respond to employee queries; provide guidance on facilities and services; escalate when needed.
• Health, Safety & Compliance: Ensure compliance with security and H&S procedures; assist with evacuations and incident reporting.
• Facilities & Finance Administration: Raise purchase requisitions; track POs; maintain records and reports.

Skills

Receptionist experience

Communication skills

Organisational skills

Microsoft Office

Time management

Professional demeanor

Tools

ServiceNow

Coupa

CAFM systems

Job description

PROception are offering an exciting opportunity for a customer service professional to join our expanding team.

The Receptionist is responsible for providing a professional, friendly, and efficient front-of-house service to all employees, visitors, contractors, and customers. Acting as the first point of contact for the site, the role is key in creating a positive visitor experience while supporting the day-to-day operation of the facilities function

The holiday entitlement is 28 days including bank holidays.

This is a permanent, part-time customer facing role and we are seeking a reception host who can provide reception cover within one of our prestigious properties within the Alba Campus, Livingston, Edinburgh.

The hours of work are Monday - Friday, 12:30pm - 17.00pm (22.5 hours) and the role pays £14.12 per hour.

The holiday entitlement is 28 days including bank holidays.

At PROception, we not only offer a seamless welcome, we bring the amalgamation of 3 key disciplines: Reception, Concierge and Security.

Main duties and responsibilities:

Key Responsibilities

Front of House Management

• Greet and welcome all visitors, guests, and contractors in a professional and courteous manner.
• Manage visitor sign-in processes and issue visitor passes in accordance with site security procedures.
• Ensure all visitors are appropriately escorted and inducted where required.
• Maintain a clean, presentable, and professional reception area at all times.
• Answer and direct incoming telephone calls and emails promptly and professionally.

Facilities Administration

• Raise, monitor, and close facilities work requests through the site management system.
• Support the Facilities Team with administrative tasks, reporting, and document management.
• Manage meeting room bookings and ensure rooms are prepared for meetings and events.

Contractor & Visitor Management

• Support contractor arrivals and departures.
• Maintain site visitor and contractor records ensuring compliance with company procedures.
• Support the management of temporary access cards, keys, and security systems.

Customer Service

• Respond to employee queries and requests in a timely manner.
• Provide support and guidance regarding site facilities and services.
• Escalate issues appropriately to the Facilities Manager or relevant department.
• Build positive relationships with internal staff, service partners, and visitors.

Health, Safety & Compliance

• Ensure compliance with site security, health and safety, and emergency procedures.
• Assist with fire evacuation procedures and maintain visitor accountability records.
• Report hazards, incidents, and near misses promptly.
• Ensure that all relevant facilities suppliers maintain valid insurance coverage, and that current insurance certificates are obtained, reviewed, and appropriately filed.

Facilities & Finance Administration

• Raise and submit purchase requisitions line with company procurement procedures.
• Track purchase orders and monitor approval workflows to ensure timely processing of supplier requests.
• Maintain accurate records of all purchase orders, invoices, and supporting documentation.
• Produce administrative reports and financial trackers as required by the Facilities Manager.
• Ensure financial requests are submitted accurately and in accordance with company compliance requirements.

Skills & Experience

Essential

• Previous experience in a Receptionist, Front of House, Customer Service, or Administrative role.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Teams).
• Ability to prioritise workload and work independently.
• Professional and approachable manner.

Desirable

• Experience working within a facilities management or corporate office environment.
• Knowledge of visitor management systems and work order systems (e.g., Coupa, ServiceNow, CAFM systems).
• Experience supporting contractor and visitor management processes, including site access control, induction administration, and sign-in/sign-out procedures

Personal Attributes

• Friendly and welcoming personality.
• Professional appearance and conduct.
• Strong attention to detail.
• Reliable and dependable.
• Proactive and solution-focused.
• Able to remain calm under pressure.
• Excellent team player with a customer-focused approach.

To be eligible for this role you must have all the following listed below:

• Professional, highly driven, enthusiastic, proactive, self - motivated team player
• Ability to provide 6-star customer experience - this must be demonstrated at interview stage
• Previous experience in a customer service facing role
• A valid front-line SIA door supervision licence is preferable but not essential
• Excellent interpersonal skills and the ability to interact with people at all levels
• Immaculate presentation
• Holds a naturally friendly personality with an honest smile
• Clear, concise and confident communication skills which are customer service orientated
• Always maintain and practice a high degree of confidentiality
• 5 years of verifiable work history
• Valid UK driving licence required