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Reception FM Support

Please Note: The application deadline for this job has now passed.

Job Introduction

Undertaking all tasks within the Reception/FM area supporting the day to day soft services business  Working as one team to deliver operational service excellence to all users of the facility to the standard required by the Diageo client and Sodexo

Role Responsibility

  • Day to day running of Reception/FM Area supporting all administration to include
    • Singing in all guests, locating and contacting their Diageo host for collection
    • Recording all visitors movements in line with the Company procedure
    • To provide impeccable Reception and switchboard services with the flexibility and attitude to adapt to the needs of the business
    • Ensure all visitors are issued with Visitors ID badge and returned before leaving site


    • To ensure all visitors feel welcome and where necessary introduce guests to amenities
    • 5 Star Customer service
  • Management of sign in/out procedures for all site staff
  • Checking the “Spacewell” booking system for meeting room upkeep, set ups and support
  • General inquires - recording on the helpdesk system for problem assistance on hard services
  • Full understanding of the scope of the Reception area and the wider FM provision
  • Deliver a consistent high level of customer service to all building users
  • Dealing direct with facility users and resolving any issues efficiently
  • Assisting and being part of the efficient operation of an IFM team by providing internal cover in other departments, taking initiative in colleagues absence from work and covering when required
  • Observe H&S guidelines at all times, ensuring use of safety signage
  • Comply with all Company and Client policies and procedures, statutory regulations relating to your work place, this will include but not limited to; fire, health and safety, hygiene, working safely & CoSHH. Ensure the safety and security of company and client property
  • Report all incidents of accidents to your line manager, taking appropriate action where possible
  • Report all complaints and compliments to your line manager, taking action where appropriate

The Ideal Candidate


  • Reception Front of House experience
  • Experience of working in multi tasking environment
  • Able to communicate on all levels
  • 5 star customer service skills
  • Presentable and personable
  • Knowledge of H&S - Corporate Business Process
  • IT literate


  • Previous experience of working in a similar service environment via a multi-skilled workforce to blue chip organisations or within prestige environments with a strong focus on customer service
  • Relevant training, qualifications and experience to deliver services in line with legislative and statutory requirements (where relevant) and industry best practice

Package Description

We are looking for a Reception / Helpdesk Services Support to provide world class guest experience to all stakeholders in our clients’ business, including visitors, clients, community members and internal stakeholders.

Main assignments are:


  • To ensure that you know and understand the daily work schedule/rota so that you are fully conversant with your expected duties
  • To answer and transfer calls according to Publicis telephone procedure
  • To ensure that all Clients/Guests are welcomed appropriately and attended to in a professional manner from the moment they arrive and throughout their journey until we say farewell.
  • Assist with helpdesk requests by liaising with different departments to ensure the building is running smoothly with little disruptions
  • To ensure that your workspace is kept free from personal belongings and clutter at all times
  • To present yourself in a professional manner at all times
  • To book/ update all meeting rooms, hospitality requests into Outlook and using the hospitality form – ensuring compliance is followed at every juncture.
  • To ensure that all guest coffee area and reception are checked regularly and are kept tidy, free of cups, clutter and in a good state of repair at all time and to report any defects to the relevant department.
  • Flexibility on shifts, patterns, work methods and departments to help ensure the smooth running of the site ensuring you are an advocate for Sodexo and the client
  • To liaise with pantry, despatch and other departments to ensure the smooth operation of the department
  • Ensure passes are prepared for every pre-booked guest
  • Keep visitors informed/updated of any delays with their host
  • Maintain an updated ‘VIP’ gallery and key information of Pubilcis senior executives and Directors
  • Maintain and update reception manual around procedures, who’s in the building, key responsibilities and duties
  • To carry out any reasonable management request.
  • To work reasonable amounts of overtime provided notice is given
  • To be able to cover the helpdesk services in conjunction with reception duties in times of staff shortage/absences
  • To be flexible to work in other Publicis central London locations as required

About the Company

In the UK and Ireland, Sodexo employs some 36,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the energy, corporate, healthcare, education, leisure, defence and justice sectors. With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.

At Sodexo we are committed to a leading role in promoting equality opportunities and valuing diversity and inclusion. We seek to create a work environment based on mutual respect for all individuals, building a culture that appreciates and values the experiences and skills brought by each person to benefit our organisation and work hard to ensure that all people, whatever their race, colour, sex, gender identity  disability, nationality, national or ethnic origin, religion or belief, marital/partnership or family status, sexual orientation, age, social class, educational background, employment status, working pattern, are welcome to and included within our organisation. 

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process.



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