Reception Facilities Co-ordinator - Newbury, United Kingdom - Gamma Communications

Gamma Communications

Verified Company

Newbury, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Role Title:
Facilities & Reception Co-ordinator (maternity cover)

Business Area:
Group wide

Location:

Newbury

Job Grade/Level:

Job Reference:

Reporting to:
Facilities Manager, Manchester

Direct Reports:
N/A

Budget:
N/A

Part-time preferably Tuesday, Wednesday & Thursday, however, can be flexible with days.

Role Purpose:

The role of Receptionist and Facilities Coordinator will encompass a range of key activities in relation to the maintenance of a positive, professional, and friendly working environment.

Primarily you will be the main point of contact for visitors of various types to a busy and vibrant office.

Key Accountabilities:

You will welcome visitors to site whilst also ensuring that all security and safety requirements are met
You will be the first point of contact for facilities related queries in the Office.
You will be the first point of contact for contractors onsite enabling them to complete their tasks safely and effectively.
You will initially accept deliveries and coordinate with the respective individuals/teams
You will work closely alongside members of our facilities team
To answer all calls from the main telephone line.
Ensure the visitor's sign in is completed for all visitors in line with current H&S legislation.
To open and distribute incoming mail, and to frank and send outgoing mail.
Monitoring of reception mailboxes.
To monitor and action stationery requests.
To order office refreshments on a weekly basis.
To order refreshments for meeting and company events.
Maintain a tidy reception area.
To manage the booking system for the office meeting rooms.
To ensure maintenance of the office by liaising with our landlord and maintenance contractor should the need arise.
Monitoring and liaising with the office cleaners to ensure the cleaning specification is adhered to and reporting deficiencies.
Management of weekly and monthly invoices such as stationery, lunches, taxis, travel, and accommodation.
To perform any other duties as may be required by the Company from time to time.

Key Relationships:

Visitors
Colleagues
Suppliers
Couriers
Facilities Manager
Maintenance contractors

Person Specification
Essential

Desirable

Education/Qualifications

Experience

You will have superb organisational skills, attention to detail and personal initiative
Previous reception experience
You will have the ability and enjoy juggling multiple tasks simultaneously.
You will possess a desire and willingness to engage with and understand what we do as a business.

Skills/Knowledge

You will be highly computer literate, including proficiency with Microsoft Office products.
Customer relationship management systems

Aptitudes/Attributes

Excellent written and verbal communication
Ability to adjust behaviour and language as appropriate to needs of differing situations
Able to manage time and work under pressure to tight deadlines
Able to manage the demands of numerous tasks
Able to work on own initiative and effectively in partnership with others.
Selfmotivator and able to motivate others
Diplomatic when faced with issues

- "Roll up sleeves" attitude getting involved directly in the workload

Organising/Planning

Ability to organise information/time effectively

Behavioural Competency:

Aim High
Strive to make a difference; Build on your skills and talents every day; We inspire those around us to be their best

Consider Others

Make decisions with care; Take accountability, value our customers, each other and our environment; What we do matters

Think Differently

Be brave, be bold; Explore beyond the norm to discover smarter ways of doing things; We lead through innovation

Stronger Together

Be open, share ideas, solve problems; We harness the energy of our team; Together we do more

Health and Safety:

In my role I have a duty of care under the Health and Safety at Work Act. This means I will be familiar with the relevant legislation and will work in a safe way.

As a staff member I will take responsibility for my own safety as well as my team's safety and work in collaboration with the Health and Safety policy to minimise any potential risks.

Data Protection Obligations:

In my role, I have a duty to maintain the security and privacy of personal information of residents and colleagues.

I will be familiar with the requirements of current Data Protection legislation and will take care to enter accurate, complete and compliant data into our systems.

I understand it is everybody's responsibility to resolve data inaccuracies as and when they are found.

Further relevant information:

These may include the requirement to travel (include roughly how regularly) or work out of hours/ on-call.

No Job description can cover every issue which may arise within the job at various times and I am expected to carry out other duties from time to time, which are broadly consist