Reception & Facilities Admin Assistant

Job Title: Reception & Facilities Admin Assistant
Contract Type: Permanent
Location: Bristol
Salary: £19000 - £21000 per annum
Start Date: 2019-06-04 00:00:00
Reference: 043310280
Contact Name: Lucy Oliver
Contact Email:
Job Published: June 04, 2019 12:49

Job Description

Receptionist & Facilities Admin Assistant

The Firm
An extremely successful international law firm, with a fully dedicated office based in Central Bristol only a stone's throw from Temple Meads & on all major bus routes are looking for a Receptionist & Facilities Admin Assistant to join them on a permanent basis.
The role forms part of the Facilities team to include their London operation. The Front of House Role will provide consistently high level of service to their internal and external clients. It will also provide Facilities/Admin support to the Facilities team in Bristol

The client offer amazing benefits; stylish offices, life assurance, income protection, group personal pension, childcare vouchers, season ticket loan (travel), mortgage advice, private medical insurance, ride2work, gym flex and holiday flex among others!

The salary on offer is £19,000 - £21,000 per annum (depending on experience).
Working hours are 09.00 - 5.30 pm.

Front of House Reception Duties

To consistently maintain a 'five star' service
To take ownership of the reception area and to ensure that we maintain a high level of housekeeping standards on reception and all of the meeting rooms. This involves carrying out meeting room inspections throughout the day
To build strong relationships with internal and external clients
To meet and greet and escort all guests on arrival to meeting rooms
To offer clients/visitors help with wi-fi access, bags, coats, luggage, documentation etc.
To actively engage in a polite conversation with clients/visitors whilst escorting them
To assist clients/visitors with any onward travel assistance, for example arranging a taxi
Ensuring reception is manned at all times and calls are answered promptly and directed to the appropriate department
Responsible for providing name badges, signing in visitors, informing security of visitors
Preparation and set up of meeting rooms as required, ensuring the room is appropriate for the meeting
Providing refreshments to all meeting rooms when required
Ensuring catering is ordered and supplied to meeting rooms in a timely manner
Monitoring and replenishing stationery and supplies for Reception and all Meeting Rooms
Reporting any maintenance/cleaning issues that may arise to the Facilities team and to provide appropriate signage. To keep the team updated and to also provide PO for jobs raised
Monitoring our room booking system, Condeco, regularly throughout the day for new bookings and dealing with all meeting room queries, monitoring and advising internal clients on availability and booking requirements
Provide training and support to internal clients on the use of Condeco
Assistance with seminars and events, including but not limited to name badges. You will need to co-ordinate and liaise with your internal clients e.g. secretaries and marketing department when planning Events. On occasions where there is no IT support available set up IT equipment such as laptops, projector, video conference, plasma screen, PowerPoint presentations and conference phones
Assist with coding up of facilities invoices as directed by the Facilities Team Leader
Print and deliver train tickets
Booking visitor parking spaces
Monitor Postroom inbox, dealing with queries, allocating jobs to the rest of facilities team, keeping team updated with calendar appointments for visits as necessary
Dealing with deliveries and contractors. Inform Facilities team leader when Contractor is on site
Assisting with new starter set up, ordering business cards and arranging security passes
Assisting with leavers' checklist, informing security etc.
Overtime may be required at short notice from time to time to cover client evening Events or facilities rotas
Knowledge, skills and experience

A minimum of two years' experience of working in professional services firms is preferable
General facilities experience beneficial but not essential as training will be provided
A minimum one years' experience working in reception/client facing environment is desirable but not essential as training will be provided
Competent in Microsoft Office skills (2010)
Have a good knowledge of the area to assist clients and visitors with information about local hotels, restaurants etc.

If interested then please apply or send your CV to
We will endeavour to be in touch as soon as possible. If you are not successful on this occasion we will keep your CV on file and be in touch when other suitable positions become available.