Receptionist/Facilities Coordinator

Job Introduction

Role Responsibility

     Welcoming staff and visitors to the building and arranging Food and Hospitality services.

     Delivering a hosting/concierge experience for visitors

     Co-ordinating meeting rooms and hospitality bookings

     Computer and manual task bookings

     Manage courier and postal services

     Management of and order of stationary & office supplies

     Management of & order of free issue food 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 point of contact for internal/external telephone queries in an efficient and concise manner.

     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

     Assist with setting up of meeting room display/video conferencing equipment for on-site meetings.

     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 Health and Safety Walks of Building & complete other required Health and Safety documents and checks

     Issue Permit to Works for Sodexo and non Sodexo sub contractors

     To carry out regular and systematic checks of the meeting rooms ensuring rooms are clean, tidy and set up to standard.

     To process invoices e-Profit, track orders where relevant.

     Maintain and manage a system for invoicing and close books on a weekly or monthly basis  

     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

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
• Excellent  knowledge of Health & Safety

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