Receptionist / Facilities Assistant

Job: Receptionist / Facilities Assistant

Type: Full time Permanent

Hours: 37.5 per week

Start Date: September 2021

Role Objectives:

The main purpose of the receptionist / facilities assistant role is to maintain a presence on the front reception desk offering assistance to all personnel visiting and utilising the building. This role will report to and work closely with the Building Manager and support the building manager where required to complete tasks in a safe and efficient manner.


  • To work closely with the staff within the property in ensuring that the highest standards at the property are maintained at all times.

  • At the start of each day the Receptionist is to liaise with the night security officer on any issues from the previous evening followed by covering any notes made in the logbook and the desk diary.

  • To provide an email update each morning to the Manager of overnight activity.

  • Establish a good working relationship with all of the staff and tenants of the property or properties.

  • To comply with and ensure that the landlord obligation for health and safety and fire precautions are always met.

  • To assist other property management staff, building occupiers and visitors in the event of an emergency.

  • To acquire working knowledge of office equipment in the property and be certain of how to obtain prompt assistance with defect or malfunctions that may arise.

  • To acquire working knowledge of the property systems and procedures to enable you to take control of the property during the building manager's absence.

  • To carefully complete all log reports that may be required by the property manager or the building manager.

  • The Receptionist is not to undertake any task that may be a risk to their health and safety unless suitably trained.

  • The Receptionist is to maintain an accurate log of all visitors to the building.

  • To deal with all queries on site efficiently and professionally and as appropriate direct queries to third parties for action, ensuring the person raising the query is informed of the action taken, the expected outcome and the time frame involved.

  • The reception desk is not to be left unmanned at any time. Cover must always be arranged for when you are absent from the desk for whatever purpose.

  • To maintain all site records in line with operating procedures.

  • To report any repairs to the building to the appropriate contractors and complete the required paperwork.

  • To carry out any other duties as the Managing Agents may from time to time consider necessary.

  • Meeting and greeting visitors and contractors.

  • Answering, forwarding and screening phone calls and/or emails.

  • Receiving, sending, sorting and distributing parcels and post.

  • Maintaining a critical eye on the cleanliness and tidiness of the ground floor reception area and reacting promptly to any complaints on cleaning elsewhere in the communal areas of the building.

  • Be security conscious.

  • To ensure that the highest levels of customer care and service are maintained at all times.

  • Check and screen all visitors and guests and any contractor staff, ensuring they have permission to be present in the building. Report any suspicious/unusual behaviour to the building manager

About You:

  • Experience of working in a similar role

  • Excellent Customer Service skills

  • Ability to manage work load, prioritise and be timely

  • Experience of working on own and taking responsibility for working area

  • Strong IT skills including Email and Excel

  • Excellent problem solving and follow up

Please apply for this opportunity through our website - Please ensure you also create and add a cover letter to support your skills and experience - outlining your interest in this opportunity.

Please call Ann 01223 365165 for more information

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.

To speak to a recruitment expert please contact Ann Watson