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Reception & Facilities Administrator

2 months ago

London Area, United Kingdom Vertex Associates - Accountancy and Finance Recruitment Full time

We're currently working with an international Insurance company who are looking for a Reception Administrator to join them on a permanent basis.


We are looking for candidates who have worked within a large company in a similar role. This is a predominantly administrative role, any experience within facilities and as a receptionist is desired.


Duties and responsibilities:


  • Overseeing and managing the reconciliation, replacement and creating of building access security passes for all employees, visitors and contractors to the building and keeping up to date records of any changes
  • Ensuring all leavers are processed correctly, ensuring passes have been disabled in accordance with the business’s compliance team
  • Managing stock of day passes and visitor passes for use of the ground floor Reception team
  • Facilitating a weekly Temporary and Events pass audit with assistance from the Reception team, ensuring any passes not returned are disabled and re-printed
  • Maintaining a good relationship with the building’s security and management teams, who print all passes for each company in the building.
  • Managing fitness locker allocations, running regular audits and ordering replacement keys whilst keeping the key safe tidy and organised
  • Issuing office lockers to new employees and organising leavers locker reallocation
  • Use of C-Cure access control software, giving the correct building access to all staff members
  • Carrying out quarterly audits on all lockers, to insure they are being used effectively by staff
  • Being Group Admin for the Condeco room booking system. Inputting new starter information into the system and granting the correct permissions. Supporting the Reception team in service and price updates, as well as cross charging and reporting
  • Group Admin for RICOH Spaces desk booking system, assisting people in booking desks and granting permissions to PA’s so they can book on behalf of their teams etc
  • Maintaining the Reception Admin inbox, ensuring all emails are actioned. responded to and filed away in a timely manner
  • Working closely with the Reception team, helping to cover reception desks and helping out in the Front Reception inbox when needed.


Role Requirements:

· Previous experience as an office administrator, facilities and Reception experience is desired also.

· A good level of knowledge for all Microsoft Office suites

· Ability to work independently and as part of a team

· Excellent communication skills, in both verbal and written English

· Ability to prioritise tasks efficiently ensuring all deadlines are met