ghd479 - Facilities and Reception coordinator - 6 months fixed term

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Posted: 07/06/2019 14:23
Start Date: Not Available
Salary: Competitive Salary
Location: Leeds Office
Level: Standard
Deadline: 28/06/2019 23:59
Hours: 40.00
Benefits: Competitive Benefits
Job Type: Fixed Term Contract

What’s the Job?

To be the first point of contact, to greet and direct visitors, suppliers and customers and operate the company switchboard.  To provide administrative support to the business and ensure the smooth running of the reception function. Additional responsibility for supporting and managing on site facilities in Leeds to include cleaning, maintenance, bookings, events  and health and safety.

 

What will I do?

Reception

  • Meet and greet every visitor in a welcoming and professional manner.
  • Provide information to visitors regarding the ghd facilities on site.
  • Monitor all access to the company premises including visitors and staff members using an entry badge system.
  • Ensure all visitors and new starters are aware of the fire procedure and are given details/map of the building detailing all emergency exits.
  • Provide Site Inductions for all new starters to the business
  • Responsible for cleanliness of reception area.
  • Support travel bookings for field and office based staff.
  • Manage Leeds meeting room and car park bookings.
  • Build and maintain relationships with other businesses within Bridgewater and suppliers.
  • Be the point of contact for BWP security. Update office based staff of facilities related updates, changes.
  • Arrange First Aid and Fire Marshal training for staff as required.
  • Assist in weekly and monthly H&S checklists.
  • Ensure fire procedures and fire drill carried out as required.
  • Be responsible for the smooth flow of all deliveries, including all mail/parcels and ensure all is sorted and distributed.
  • Processing outgoing mail and parcels – including FedEx.
  • Attend Leeds Site Committee Meetings and BWP Tenants Meetings on a quarterly basis.

 

 

Housekeeping

  • Keeping the offices clean and tidy on a daily basis;
    • Kitchen areas
    • Filling and emptying dishwashers
    • Meeting rooms

 

  • Liaising with cleaners and facility providers to ensure all areas of the office are maintained.
  • Keeping adequate stock levels of housekeeping materials including cleaning, kitchen and toilet supplies etc.
  • Support organising catering and beverages for all meetings, training sessions, internal events etc including ensuring arrangements are in place for meetings outside your working hours.
  • Responsible for checking and reporting snagging issues for repair & maintenance.
  • Monitor level of service at the Leeds site from cleaning contractors.


General Operations

 

  • Review delivery notes  against PO’s and check for discrepancies.
  • Arrange on-site maintenance and reports as necessary.
  • Arrange and record routine maintenance and service of office equipment.
  • Work with department heads day to day to provide smooth and efficient operations.

 

What skills and qualities will I need?

  • Ideally customer focused experience.
  • Ability to take ownership of the office facilities and events.
  • Excellent working knowledge of MS applications including Word, Excel and Outlook.
  • Excellent oral and written communication skills.
  • Possess clear ability and drive to work with pace, accuracy, discretion and professionalism.
  • First Aid/Fire Marshall qualification or prepared to train.
  • Ability to negotiate and influence across client and supplier organisations.
  • Excellent personal presentation and a professional and personable manner.
  • Excellent people skills and ability to communicate with people at all levels.
  • Ability to work within a busy environment and be comfortable with a hands on role.
  • Focus on attention to detail.
  • A confident personality with a positive and proactive approach.
  • Excellent interpersonal skills with the ability to build strong working relationships.
  • Proven organisational skills, with the ability to anticipate requirements and with the aptitude to prioritise own workload.
  • The ability to work calmly and effectively in a fast paced environment without supervision to meet tight deadlines under pressure.
  • Flexible approach to working hours.


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