Office & Facilities Administrator

2 weeks ago

Portsmouth, United Kingdom Bell Integration Full time

Overview:
A front facing role including answering reception phones at our Bell office at Bay House Portsmouth & You’ll be the first point of contact for all office enquiries including meeting and greeting employees, clients, those registered as guests and guiding them to the office/meeting rooms/communal areas. Oversee the passes for Bell employees and oversee the day to day running of the office. Assist with meeting room bookings and generally maintaining a clean and presentable office environment. Help with any facilities related admin and issues.

This role will also involve answering the reception phone, directing calls across the business, and taking messages if needed.

Monday-Friday 09:00-17:30 (An area of flexibility regarding hours as & when required).

**Responsibilities**:
**Reception**
- Meet and greet colleagues and visitors attending the office. Arrange visitor passes if they are needed.
- Book out meeting rooms and hot desks within the office when requested.
- Monitoring the reception inbox and replying to queries promptly.
- Arrange lunch/catering for meetings and events when it is requested.
- Distributing mail and deliveries that arrange at the office.
- Ordering stationery and office kitchen supplies.
- Maintain office equipment including the coffee machine, appliances, and printers.
- Ensuring the office is kept to a clean and tidy standard.
- Answering reception calls promptly and passing on any messages left to you.
- Ensuring a high level of communication with the other office receptionists.
- Booking taxi’s when requested.
- Will take the lead in arranging the companies Christmas and summer social events for the Portsmouth area. This will include working with a budget, arrange venues and catering etc and running the internal admin and comms to attendees.

**Facilities**
- Working closely with the Facilities and Maintenance Operative to populate and maintain the internal filing database.
- Coordinate and help with reoccurring maintenance checks within the building.
- Attend a weekly Facilities meeting to feedback and problems or updates with the office. You will also be required to take minutes and distribute to the other attendees.
- Alert the Facilities team of any upcoming external Maintenance checks and assist with scheduling them in.
- Report any maintenance issues to management immediately.
- Will need to be first aid and fire marshal trained to be the onsite contact (training will be provided)

Qualifications:

- Excellent organizational skills and able to manage their time effectively.
- Able to work under pressure in a fast-paced environment.
- Excellent written and verbal communication skills
- A friendly and welcoming nature
- Customer service experience with people and phone skills
- PC skills include but are not limited to MS programs and our supplier and maintenance databases.
- A passion for your work and a drive to do well.
- Ability to work independently and use initiative.
- Punctual, decreet and trustworthy
- An area of flexibility regarding hours as & when required.
- Scope to truly make this role your own and implement new ideas.
- Ability to pass Bell’s security vetting and those required for clients’ needs.

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