The Facilities Coordinator & Receptionist will assist the Facilities Manager with operational activities in accounting, finance, maintenance operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services, and helpdesk. This role also includes front desk responsibilities, ensuring a welcoming and efficient reception service.
Key Responsibilities:
• Facilities Coordination:
• Support and monitor the performance of a small team of multi-skilled operatives.
• Develop close working relationships with key client stakeholders, partners, landlords, managing agents, and all facilities vendors.
• Assist in managing all on-site contractors to ensure they perform to the required standards (including inspection of vendors’ work).
• Assist in the procurement of vendors and services as required.
• Assist in financial processes to ensure timely and accurate financial management.
• Ensure prompt and accurate management of purchase orders in the internal financial management platform.
• Assist with monthly accrual reports and monitor finance trackers.
• Conduct site inspections, assessments, regular audits, and carry out safety and building procedures, ad-hoc duties, and performance measures.
• Assist in implementing the property risk management program and industry best practices.
• Maintain premises in neat and good working condition at all times.
• Support the implementation and monitoring of disaster recovery and business continuity plans.
• Follow established escalation and incident reporting procedures.
• Provide support for regular management reports and projects as required.
• Achieve Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets.
• Reception Duties:
• Greet and welcome visitors, ensuring a positive and professional first impression.
• Manage front desk operations, including handling inquiries and directing visitors.
• Maintain a clean and organized reception area.
• Handle incoming and outgoing mail and deliveries.
• Coordinate meeting room bookings and manage schedules.
Location:
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
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