Part-time Receptionist

2 weeks ago

Aberdeen, United Kingdom SPACE SOLUTIONS (SCOTLAND) ABERDEEN LTD Full time

**Job description**

**About Us**

As part of Space Solutions Ltd our FM team provides full support and management of FM contracts. We can take full operational and commercial responsibility for service delivery, managing in-house teams and any supply-chain partners. Quality and efficiency are at the core of our business, and we continuously seek ways to improve the value and flexibility of our service.

Our relationships with clients are built on a partnership working ethos. At the outset, we make sure all of our staff and (where applicable) subcontractors understand service deliverables and the role we all play, so we act as a single team with a unified front.

**About the Role**

This role will be a combined Reception and Administration and will require you to deliver customer focused facilities and reception services. To act in a professional manner as the face of the client for all visitor and contractors, being the facilities support to the Facilities Manager and to staff when requested.

**Essential Job Functions**
- Visitor meet and greet in line with the security procedures
- Ensure clear records of all visitors are kept in line with GDPR
- Check all deliveries on arrival and ensure they are directed appropriately
- Operate effectively the telephone system - reporting all faults when necessary
- General admin support for the FM team
- Issue of all staff badges - new and replacement
- Liaise with the facilities team to ensure excellent communication
- Working closely to support the Facilities Manager
- Assist the FM Manager to support internal management forums completing specific tasks to support the continuing improvement in operational excellence
- Procurement - raising CEL for onward transmission to supply chain department
- Document control - filing both electronic and paper copies.
- General administrative duties including gym administration
- Ensure meeting areas and office space is kept tidy and in order
- Reporting any issues directly with the Helpdesk
- Liaising with contractors onsite
- Ensuring all contractors attending site have been pre-booked and have provided all appropriate documentation
- Assist in supporting focus meetings
- Support with the updating on documents when necessary
- Coordinate all statutory compliance through the helpdesk and CAFM system - allocating work orders dealing with requests and closing out of requests
- Carry out administrative duties and keep procedures up to date
- New start registration - taking photographs/vehicle registration numbers for uploading on to security data base and car park register
- Create and maintain the furniture and equipment inventory
- Complete the reception daily check list - collating all visitor information
- Complete the monthly business report in line with the client reporting calendar
- Maintain meeting room bookings and ensure effective use of meeting rooms

**About You**

We need someone with a proven track record in similar roles who can work in a dynamic environment with multiple priorities. Attention to detail will be important as will good organisation skills and time management. You will need to be proficient in MS Office and demonstrate excellent written and verbal communication skills. Teamwork is key in this role as you will be working across the whole business supporting various teams with administration tasks.

**Key Performance Indicators**
- Policy & Procedure - understand, comply with and promote all company policies, procedures and processes.
- Communication - follow communication process in line with management reporting line
- Teamwork
- willingness to provide support to others within the department thus promoting teamwork and assist with interdepartmental tasks.
- Development - use initiative in coordination of facilities services and find ways to enhance existing processes, documents etc.
- Cost Control - demonstrate an effective cost control approach to facilities services.

**Qualifications and Experience**

**Essential**
- Facilities experience
- Confidence in working on own initiative
- Strong verbal and written communication
- Proficient with Microsoft Office suite.

**Desirable**
- Health & Safety Qualification
- Helpdesk / CAFM software experience

**Job Types**: Part-time, Permanent

Hours : 9am
- 5pm, 3 days a week.

**Benefits**:

- Company pension
- Wellness programmes

**Job Types**: Part-time, Permanent
Part-time hours: 24 per week

**Salary**: From £10.00 per hour

**Benefits**:

- Company pension
- Private medical insurance
- Wellness programme

Schedule:

- Monday to Friday

Work Location: One location

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