Connecting linkedin

Banner Default Image

Receptionist and Office and Facilities Assistant

Receptionist and Office and Facilities Assistant

  • Location:

    London

  • Sector:

    Administration

  • Contract type:

    Temporary / Interim

  • Salary:

    Up to £0.00 per annum

  • Contact:

    Gayleen Fada

  • Contact email:

    ss.temp@tpp.co.uk

  • Job ref:

    GY77498_1653042782

  • Published:

    3 months ago

  • Duration:

    3 Months

  • Expiry date:

    2022-08-30

  • Start date:

    ASAP

Cause: Poverty

Role: Receptionist and Office and Facilities Assistant

Working arrangements / Location: Central London - office based only

Employment Type: Temporary for 3 months

Salary/rate: £15.38 per hour

Working hours: 3 Days a week - Monday's, Tuesday's and Friday's

Ref: GY77498

CLOSING DATE: ASAP

The role of the Receptionist and Office and Facilities Assistant is a job share working Monday, Tuesday and Friday to provide support to all areas of the organisation. The role reports to the Events Manager/Operations Officer and works closely with the Receptionist and Office and Facilities Assistant (job share), and other members of the HR & Operations team. The role is the first point of contact for external service providers. Ideally you will have 2/3 years relevant experience, strong IT Skills including Excel, Word and Outlook, work well under pressure, good time management and organisation skills and be a team player.

Main Responsibilities

  • Welcoming and meeting of visitors, including preparing beverages

  • Booking rooms and making any necessary scheduled preparations as requested

  • Assisting with any general admin - including booking couriers, management of all incoming and outgoing deliveries, printing, scanning, postage

  • Monitor and respond to reception e-mails or telephone queries in professional, timely and appropriate manner

  • Developing and updating the Reception/ Facilities Assistant manual

  • Regularly ordering office supplies, managing the stock levels to ensure the correct levels of (stationery, IT, tea, coffee, milk, etc)

  • Processing credit card statements

  • Liaise with HR and finance coordinator to arrange for new recruits' office and Health & Safety induction, arrange building pass/swipe cards, keys for new staff

  • Liaise with HR re departing staff IT/building keys/swipes handover

  • Assist with the induction of new employees - including sourcing new information and communications technology (ICT) equipment and liaising with the IT team to set-up Laptops and IT kits.

  • Providing ad hoc support to staff as reasonably requested

Office and Facilities Assistant

  • Undertake daily floor walks, to carry out daily visual inspections of the office premises checking areas for security, general building condition and tidiness to ensure housekeeping standards are maintained within the building

  • Report any issues to the Operations team, including urgent requests to building maintenance. Where needed take appropriate action, or register issues.

  • Liaise with the approved service providers, contractors and suppliers as directed by the Operations team to ensure regular services are undertaken and delivered e.g., building maintenance, cleaning & waste services, security etc

  • Update and maintain the service providers/building maintenance spreadsheet, assets log, the operations daily tasks tracker and tracking doc on OneDrive

Security & Health & Safety

  • As part of the floor walk ensure that all entrances to all floors are secure and that the general floor condition is satisfactory, for example, all Fire Exit routes are clear and free from obstruction

  • Attend and assist with any emergency situations, such as fire evacuations and medical assistance

  • Carry out the building fire drills and ensure a maintained fire marshal system, organize Fire safety training with staff in line with legislation, organize First Aid training with staff in line with legislation

If this role is not right for you, but you know someone who is interested in this role, please ask them to contact me directly. Please make sure they mention your referral, as we reward recommendations with either a £100 Amazon voucher, £100 Red Letter Days gift card or £100 donation to a charity of your choice, if we successfully place them in a permanent job or fixed-term contract.

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.