Receptionist/ Facilities Coordinator

Job Introduction

To provide a high level of customer service within the Reception team by using initiative and excellent communication skills to promptly and effectively deal with visitors, bookings, requests and queries. As primary points of contact for GSK the right impression, customer service and innovation are key factors in the operation of the reception team

Role Responsibility

• To provide an excellent reception service, ensuring all customers are attended to in an appropriate manner.
• Delivering a hosting/concierge experience for visitors
• Arrange meetings/conferences, ensuring audio and video conference facilities are in place
• Computer and manual task bookings
• Manage the invoices and expenses applications
• Assist with filing, copying and scanning
• Manage company SIM cards and monitor phone bills
• Assist with organizing team building activities and company events where appropriate
• Manage incoming /outgoing mails, courier and postal services
• Management of and order of stationary, office supplies, kitchen supplies
• Arrange, organise and manage ad hoc activities
• Issue access cards to employees, visitors & manage booking system
• Activate access cards to employees, visitors & maintain required documentation
• Manage car parking facilities
• Producing reports as required
• Ensuring customer requirements and expectation are met
• Act as a point of contact for suppliers/contractors and Sodexo Staff who visit and work on site.
• Act as point of contact to deal with day to day queries made by the client
• Where appropriate, reporting of accidents and incidents
• Maintain a tidy and professional reception, meeting rooms & office spaces
• Assist with building inductions for new starters if/when required
• To report all maintenance faults to the Service desk and log accordingly.
• Coordinate PPMs for subcontractors on site & management of the Facilities PPM of soft and hard services.
• Complete & manage Health & Safety Files
• Direct and manage Cleaning team liaising with Sub Contractor as required
• Conduct Weekly Office Health and Safety Walks & complete other required Health and Safety documents and checks as required
• To carry out regular and systematic checks of the meeting rooms ensuring rooms are clean, tidy and set up to standard.
• To attend training courses, as required, in order to keep up-to-date with company legislation, policies and procedures.
• To carry out any reasonable request made by client or Sodexo.
• Assist FM with e-ProphIT and UDC payment processes.

The Ideal Candidate

• Excellent working knowledge of MS Office, Word, Excel , Power Point
• Excellent use of English language (written and spoken)
• Professional and courteous telephone manner
• Exemplary customer services skills
• Excellent organisational skills, be efficient, proactive & good time management
• Ability to work as an individual and as part of a team
• Experience of delivering excellent customer service both face to face and over the telephone
• Previous administrative experience essential
• Previous experience of working in the field of facilities management an advantage
• Basic knowledge of Health & Safety

The above is not meant to be an exhaustive range of tasks and responsibilities and is subject to the changing requirements of the business.

Package Description

• 5 Days per week – 30 Hours
• Training will be provided
• Access to Sodexo’s comprehensive training portal
• 20 days Annual leave

About the Company

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the 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.

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