Office & Facilities Administrator - Portsmouth, United Kingdom - Bell Integration
Description
Overview:
A front facing role including answering reception phones at our Bell office at Bay House Portsmouth & You'll be the first point of contact for all office enquiries including meeting and greeting employees, clients, those registered as guests and guiding them to the office/meeting rooms/communal areas.
This role will also involve answering the reception phone, directing calls across the business, and taking messages if needed.
Monday-Friday 09:00-17:30 (An area of flexibility regarding hours as & when required).
Responsibilities:
Reception
- Meet and greet colleagues and visitors attending the office. Arrange visitor passes if they are needed.
- Book out meeting rooms and hot desks within the office when requested.
- Monitoring the reception inbox and replying to queries promptly.
- Arrange lunch/catering for meetings and events when it is requested.
- Distributing mail and deliveries that arrange at the office.
- Ordering stationery and office kitchen supplies.
- Maintain office equipment including the coffee machine, appliances, and printers.
- Ensuring the office is kept to a clean and tidy standard.
- Answering reception calls promptly and passing on any messages left to you.
- Ensuring a high level of communication with the other office receptionists.
- Booking taxi's when requested.
- Will take the lead in arranging the companies Christmas and summer social events for the Portsmouth area. This will include working with a budget, arrange venues and catering etc and running the internal admin and comms to attendees.
Facilities
- Working closely with the Facilities and Maintenance Operative to populate and maintain the internal filing database.
- Coordinate and help with reoccurring maintenance checks within the building.
- Attend a weekly Facilities meeting to feedback and problems or updates with the office. You will also be required to take minutes and distribute to the other attendees.
- Alert the Facilities team of any upcoming external Maintenance checks and assist with scheduling them in.
- Report any maintenance issues to management immediately.
- Will need to be first aid and fire marshal trained to be the onsite contact (training will be provided)
Qualifications:
- Excellent organizational skills and able to manage their time effectively.
- Able to work under pressure in a fastpaced environment.
- Excellent written and verbal communication skills
- A friendly and welcoming nature
- Customer service experience with people and phone skills
- PC skills include but are not limited to MS programs and our supplier and maintenance databases.
- A passion for your work and a drive to do well.
- Ability to work independently and use initiative.
- Punctual, decreet and trustworthy
- An area of flexibility regarding hours as & when required.
- Scope to truly make this role your own and implement new ideas.
- Ability to pass Bell's security vetting and those required for clients' needs.
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