Receptionist and Facilities Coordinator

RWS; Sheffield; On-site; GBP 23,000 - 28,000; Full time

Job summary

RWS is seeking a proactive Sheffield-based professional to join our team as a Reception and Office Coordinator. The role covers frontline reception, workplace experience, facilities support and H&S responsibilities to maintain a safe, engaging and efficient office.

You will handle visitor management, meeting room coordination, catering, events and supplier relations while promoting a positive culture. A flexible, proactive approach and strong MS Office skills are essential.

Qualifications

• Previous experience in a reception, office coordination, workplace experience, facilities or administrative role.
• Excellent customer service and stakeholder management skills.
• Strong organisational skills with the ability to manage multiple priorities.
• People-focused mindset and positive energy to the office every day.
• Ability to work independently, use initiative and take ownership of responsibilities.
• Proficient in Microsoft Office applications, including Outlook, Teams and Excel.
• Have flexibility with work hours when needed (notice generally 1–2 weeks in advance).
• Experience with, or willingness to learn: First aid at work and fire marshal training or experience and SAP Concur.

Responsibilities

• Act as the primary point of contact for employees, visitors, contractors and external stakeholders, ensuring a professional and welcoming experience.
• Coordinate meeting room bookings and support the delivery of internal meetings, leadership events and client visits.
• Arrange catering, hospitality and workplace support services when required.
• Support planning and delivery of employee engagement activities, office events and community initiatives.
• Coordinate facilities-related requests.
• Coordinate courier, postal and delivery services for the office.
• Maintain relationships with suppliers and vendors and ensure documentation is kept up to date.
• Support site security processes, including visitor management, access control systems, access cards and key administration.
• Maintain evacuation and occupancy records in line with business continuity and emergency requirements.
• Champion a positive Health, Safety and Wellbeing culture across the Sheffield office.
• Conduct routine workplace inspections and safety checks, escalating risks and hazards as appropriate.
• Coordinate Health & Safety activities including workplace inductions, emergency preparedness, fire safety arrangements and first aid provision.
• Maintain Health & Safety records, including training records, inspections, incidents, accident reporting and compliance documentation.
• Support internal audits, compliance reviews and the implementation of corrective actions where required.
• Maintain relevant Health & Safety training and qualifications necessary to fulfil the responsibilities of the role.

Skills

Reception & coordination

Customer service

Stakeholder management

Organisational skills

MS Office

Flexible hours

Health & Safety awareness

Tools

SAP Concur

Meeting room booking systems

Job description

This role is key to creating a positive workplace experience for employees, visitors and stakeholders at the Sheffield office. The role is full time with working hours of 08.30 to 17.00, Monday to Friday, with 1 hour for lunch.

Acting as the first point of contact for the site, the role is responsible for coordinating workplace services, supporting facilities operations, maintaining a safe and compliant working environment, and ensuring the office operates efficiently and professionally.

The role combines reception, workplace experience, facilities and event coordination and Health & Safety responsibilities, contributing to an engaging, productive and well-managed office environment that reflects the values and culture of RWS.

Key Responsibilities

• Act as the primary point of contact for employees, visitors, contractors and external stakeholders, ensuring a professional and welcoming experience.


• Coordinate meeting room bookings and support the delivery of internal meetings, leadership events and client visits.


• Arrange catering, hospitality and workplace support services when required.


• Support the planning and delivery of employee engagement activities, office events and community initiatives.


• Coordinate facilities-related requests


• Coordinate courier, postal and delivery services for the office.


• Maintain relationships with suppliers and vendors and ensure relevant documentation is kept up to date.


• Support site security processes, including visitor management, access control systems, access cards and key administration.


• Maintain evacuation and occupancy records in line with business continuity and emergency requirements.


• Champion a positive Health, Safety and Wellbeing culture across the Sheffield office.


• Conduct routine workplace inspections and safety checks, escalating risks and hazards as appropriate.


• Coordinate Health & Safety activities including workplace inductions, emergency preparedness, fire safety arrangements and first aid provision.


• Maintain Health & Safety records, including training records, inspections, incidents, accident reporting and compliance documentation.


• Support internal audits, compliance reviews and the implementation of corrective actions where required.


• Maintain relevant Health & Safety training and qualifications necessary to fulfil the responsibilities of the role.

Skills & Experience

• Previous experience in a reception, office coordination, workplace experience, facilities or administrative role.


• Excellent customer service and stakeholder management skills.


• Strong organisational skills with the ability to manage multiple priorities effectively.


• Bring a people-focused mindset and positive energy to the office every day


• Ability to work independently, use initiative and take ownership of responsibilities.


• Proficient in Microsoft Office applications, including Outlook, Teams and Excel.


• Have flexibility with work hours when needed (notice for this will generally be given 1-2 weeks in advance whenever possible)


• Experience with, or a willingness to learn: First aid at work (or equivalent) and fire marshal training or experience and financial reporting and monitoring in SAP Concur.

Life at RWS

If you like the idea of working with smart people who are passionate about growing the value of ideas, data and content by making sure organizations are understood , then you’ll love life at RWS.

Our purpose is to unlock global understanding. This means our work fundamentally recognizes the value of every language and culture. So, we celebrate difference, we are inclusive and believe that diversity makes us strong. We want every employee to grow as an individual and excel in their career.

In return, we expect all our people to live by the values that unite us: to partner, putting clients fist and winning together, to pioneer, innovating fearlessly and leading with vision and courage, to progress, aiming high and growing through actions and to deliver, owning the outcome and building trust with our colleagues and clients.

RWS embraces DEI and promotes equal opportunity, we are an Equal Opportunity Employer and prohibit discrimination and harassment of any kind. RWS is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at RWS are based on business needs, job requirements and individual qualifications, without regard to race, religion, nationality, ethnicity, sex, age, disability, or sexual orientation. RWS will not tolerate discrimination based on any of these characteristics.

RWS Values

Get the 3Ps right – Partner, Pioneer, Progress – and we´ll Deliver together as RWS.

Recruitment Agencies:

RWS Holdings PLC does not accept agency resumes. Please do not forward any unsolicited resumes to any RWS employees. Any unsolicited resume received will be treated as the property of RWS and Terms & Conditions associated with the use of such resume will be considered null and void.