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Facilities and Reception Services Manager
2 months ago
We are seeking a highly organized and detail-oriented Administrative Support Coordinator to join our team at Vertex Associates - Accountancy and Finance Recruitment. As a key member of our administrative team, you will be responsible for providing exceptional support to our clients and candidates.
Key Responsibilities:- Access Control Management: Oversee the creation, replacement, and reconciliation of building access security passes for employees, visitors, and contractors, ensuring accurate records are maintained.
- Leaver Processing: Ensure a smooth transition for departing employees, disabling their passes in accordance with our compliance team's guidelines.
- Stock Management: Manage the inventory of day passes and visitor passes for the Reception team, ensuring timely replenishment as needed.
- Pass Audits: Collaborate with the Reception team to conduct weekly audits of temporary and events passes, disabling and reprinting any outstanding passes.
- Relationship Building: Foster strong relationships with the building's security and management teams, who print passes for each company in the building.
- Locker Management: Manage fitness locker allocations, conducting regular audits and ordering replacement keys while maintaining a tidy and organized key safe.
- Office Locker Administration: Issue office lockers to new employees and coordinate leaver locker reallocations.
- Access Control Software: Utilize C-Cure access control software to grant building access to staff members, ensuring accurate permissions.
- Quarterly Audits: Conduct quarterly audits of lockers to ensure effective use by staff.
- Condeco and RICOH Spaces Administration: Serve as Group Admin for Condeco room booking and RICOH Spaces desk booking systems, inputting new starter information, granting permissions, and supporting the Reception team with service and price updates.
- Reception Administration: Maintain the Reception Admin inbox, ensuring timely actioning, responding, and filing of emails.
- Team Support: Collaborate with the Reception team, covering reception desks and assisting with the Front Reception inbox as needed.
- Previous Experience: Previous experience as an office administrator, facilities, and Reception experience is desired.
- Technical Skills: A good level of knowledge for all Microsoft Office suites.
- Communication Skills: Excellent communication skills, both verbal and written, in English.
- Time Management: Ability to prioritize tasks efficiently, ensuring all deadlines are met.
