Reception & Facilities Coordinator

Office Angels; Greater London; On-site; GBP 28,000 - 30,000

Job description

Job Title: Reception & Facilities Coordinator
Department: HR & Facilities
Location: Office-based, Sutton
Contract Type: Permanent
Hours: 37.5 hours per week (8:30 AM - 5:00 PM)
Salary: £28,000 - £30,000

Role Overview

An exciting opportunity has arisen for a proactive and detail-oriented Reception & Facilities Coordinator to join the HR & Facilities team. This role is responsible for ensuring the smooth running of reception services and facilities management while supporting the business with a variety of administrative and operational tasks. Reporting to the Head of HR, this position requires excellent customer service skills, strong multitasking abilities, and a professional, welcoming demeanour.

Key Responsibilities

Reception Duties:

• Manage incoming enquiries via telephone, email, and other media, using internal IT systems to direct calls appropriately.
• Greet and assist visitors, ensuring they have a seamless experience while on-site.
• Provide support for meeting room bookings and coordinate on-site catering as required.
• Assist employees and visitors with courier, hire car, taxi, and travel arrangements.
• Maintain the reception, meeting room, and kitchen areas to ensure a clean and professional environment.
• Process incoming and outgoing post via Royal Mail and DHL services.
• Provide printing, binding, and other mailroom-related services.
• Regularly review and improve reception and facilities operations based on feedback and business needs.

Facilities Management:

• Monitor site facilities to ensure they are maintained to a high standard and comply with Health & Safety regulations.
• Respond to facilities-related queries, liaising with building management and relevant teams as needed.
• Coordinate third-party vendors to manage facilities needs, including maintenance, repairs, and cleaning.
• Oversee workstation allocation and hotdesking arrangements across all office locations.
• Provide facilities support to additional office locations as required.

Event & Initiative Coordination:

• Lead the planning and execution of key company events, ensuring project plans, budgets, and logistics are effectively managed.
• Support employee well-being and corporate social responsibility initiatives such as medical check-ups, seasonal flu vouchers, and fundraising efforts.
• Assist senior stakeholders with logistical coordination for external meetings, client entertainment, and training events.

Administrative Support:

• Provide general administrative and project support, including expense processing, customer and supplier communications, and HR-related administrative duties.
• Assist with interview bookings, training coordination, and onboarding/offboarding processes.

Health & Safety:

• Act as a First Aider and Fire Warden, ensuring compliance with safety regulations.
• Conduct online and in-person workstation assessments, addressing risks and implementing necessary solutions.
• Support the maintenance of First Responder lists and the coordination of training sessions.
• Assist in ensuring all office safety measures are in place and up to date.

Ideal Candidate Profile

• Proven experience in office administration, facilities management, or front-of-house roles.
• Friendly, welcoming, and professional demeanour with excellent communication skills.
• Strong customer service skills and ability to work collaboratively within a team.
• Proficiency in Microsoft Office (Outlook, Teams, Word, Excel).
• Highly organised, with strong multitasking and time management skills.
• Attention to detail, accuracy, and a proactive approach to problem-solving.
• Trustworthy and able to handle confidential information with discretion.
• Adaptable and flexible, with a solutions-focused mindset.
• First Aid at Work and Fire Warden qualifications (or willingness to obtain these, company-funded).

This role is perfect for someone who thrives in a fast-paced environment, enjoys interacting with people, and has a passion for keeping operations running smoothly. If you are highly organised, service-focused, and looking for a dynamic role with a variety of responsibilities, we encourage you to apply!

If you are interested in this role please contact [e-mail]

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.