Reception and Facilities Assistant

2 weeks ago


Cheltenham, United Kingdom Charles Russell Speechlys Full time

The Cheltenham team currently consists of:
1 x Facilities Manager
1 x Facilities Administrator
1 x Receptionist
1 x Reception & Facilities Assistant
1 x General Office Assistant

**Role and Responsibilities (this is a broad but not exhaustive list)**

As a Reception and Facilities Assistant, you will be expected to assist the Facilities Resource as a whole. Tasks will be divided up each week, depending on tasks, work loads and absences within the teams.

As a Reception and Facilities Assistant, you will be expected to assist the Facilities Resource as a whole. Tasks will be divided up each week, depending on tasks, work-loads, and absences within the teams.

**As part of the General Office team, you will be expected to**:

- Provide a friendly and efficient service to internal clients in the professional and accurate collation and presentation of documents for internal and external purposes
- Arrange and record courier deliveries to deadlines and within budget
- Sort and scan all incoming post before distribution to the floors/practice areas
- Assist with scanning and copying jobs
- Ensure the kitchen areas are kept stocked and tidy
- Liaise with the Cashiers team to process cheque requests and petty cash requests
- Process daily banking and take to bank
- Ensure the maintenance of equipment including vending machines and generally reviewing and reporting to the Facilities Manager concerning premises and equipment

**As part of the Reception team, you will be expected to**:

- Ensure all calls are responded to within the minimum time and in the agreed style
- Welcome clients and visitors and ensure they are dealt with promptly
- Ensure meeting rooms are fully stocked and set up as required for seminars / training
- Provide an efficient service when booking meeting rooms and refreshments
- Open or close the reception area at the beginning or end of the day when required
- Ensure the Reception area is always kept tidy

**When assisting the general Facilities team, your main responsibilities will be**:

- Assisting Facilities Manager with facilities matters as and when required
- Updating the Facilities documents and systems
- Assisting with tuck shop orders and deliveries
- Assisting Archives team as required
- Ensuring compliance with quality standards and the firm’s policies in general.

**Person Specification**
- Be flexible
- Have a positive attitude
- Have professional presentation
- Be able to work under pressure
- Have good communication skills
- Be a pro-active team player
- Be computer literate
- Have good organisation and time management skills
- Have good problem solving and numeracy skills
- Have good accuracy and attention to detail

For a detailed specification please download the job description in the documents section of this page.


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