Reception and Facilities Assistant

We are looking for a friendly, organised and professional part-time receptionist to be the welcoming face of The Spectator. This is a varied front-of-house role, ideal for someone who enjoys interacting with people and ensuring the smooth day-to-day running of a busy office. 

The successful candidate will provide an excellent first impression for visitors while supporting the wider team with general reception, facilities and administrative duties. 

Key Responsibilities:

Reception  

• Welcome and assist guests, visitors and clients in a warm and professional manner. 

• Manage the reception desk and ensure the front-of-house area is tidy, welcoming and presentable at all times. 
• Answer and direct incoming telephone calls promptly and courteously. 
• Monitor the main entrance, greet arrivals and manage access to the building. 
• Receive, sort and distribute incoming post and arrange outgoing mail. 
• Coordinate courier deliveries and collections. 

Facilities 

• Ensure the office is kept clean, safe, in a good state of repair and stocked with all necessary supplies; liaising with reception, cleaners, security and recycling companies 

• Carry out regular checks of office areas, meeting rooms and communal spaces, reporting any issues promptly. 
• Coordinate and troubleshoot general facilities issues and requests, escalating as required 
• Arrange relevant contractor when maintenance is required  
• Manage relationships with external contractors and coordinate maintenance visits and contractor access to the building. 
• Ensure all emergency, security and safety systems and equipment are monitored, maintained and tested as appropriate 
• Work with the reception team to ensure full coverage at all times and provide reception cover if/when required 
• Support health and safety procedures, including reporting hazards and assisting with emergency procedures where required. 
• Assist with office moves, events and other facilities-related projects as needed 

Requirements

• Good spoken and written communicator 
• Organised and good at taking in information 
• A problem solver; enjoys looking for solutions 
• Pro-active and capable of working on own initiative 
• Personable and able to build relationships 
• Hands-on attitude; able to work hard and perform tasks rapidly and efficiently 
• Strong team player, reliable and honest 
• Proficient using Microsoft Office