The posting
Job description
Receptionist / Admin Assistant London, UK • Office Administration • Reporting to the Facilities Manager Be the welcoming face of our London office and help keep daily office operations running smoothly.
About the role This role provides a professional, efficient and welcoming front-of-house service while supporting the smooth day-to-day running of the office. You will act as a central point of contact for colleagues, visitors, suppliers and wider business teams. The position combines reception, office administration, meeting support, visitor logistics, facilities coordination, purchase orders, invoices, onboarding support and internal communications.
Reception and visitor experience
- Welcome guests and direct them to the appropriate colleague or meeting room.
- Coordinate with Ground Floor Reception and manage visitor registrations, passes, access cards and fobs.
- Answer and route telephone calls professionally and provide accurate information in person, by phone and by email.
- Keep the reception area presentable and prepare meeting and training rooms before and after use.
- Manage incoming and outgoing post, deliveries, couriers and external vendor queries.
- Support office security procedures, visitor records and building access processes.
Office and administrative support
- Support desk bookings, locker allocations, meeting room bookings and general office queries.
- Update calendars and organise internal and external meetings, including off-site meeting room bookings.
- Arrange travel and accommodation when required and support interview scheduling.
- Raise and track purchase orders, checking supplier details, cost centres, project codes, documentation and approvals.
- Support invoice and payment processes, resolve queries and liaise with Finance, Accounts Payable and suppliers.
- Arrange catering, lunches and refreshments, including dietary requirements, delivery tracking and invoice follow-up.
- Provide administrative support to colleagues and assist with overflow from the Executive Assistant team.
Facilities and office operations
- Maintain records of office expenses and costs, and support document production, filing and general administration.
- Order front-office supplies and maintain stock levels.
- Help ensure the office remains presentable and support day-to-day maintenance and facilities queries.
- Provide periodic support with Health and Safety checks and cover Facilities supervision during holidays or sickness.
- Support catering orders, deliveries, subscriptions and associated invoice coding.
- Undertake Fire Warden and First Aider training provided by the company.
Working together You will work closely with the Facilities Manager, the Executive Assistant team and the wider office community to provide reliable reception coverage and responsive administrative support.
What are we looking for?
- Proven experience in a reception, front-office, administrative support or similar role.
- A strong customer-service mindset, with a professional, friendly, polite and helpful approach.
- Excellent interpersonal and telephone communication skills, with a high standard of written and spoken English.
- Strong organisational, planning, multitasking and time-management skills, with the ability to prioritise effectively.
- Confidence using Microsoft Office and other relevant workplace software.
- Experience of administrative and clerical procedures; exposure to facilities enquiries or office operations is an advantage.
- A proactive and resourceful approach, with the initiative to identify what is needed and respond before being asked.
- Sound judgement and the confidence to make practical decisions, including when working with ambiguity.
- Discretion when handling confidential information and the ability to manage expectations in a friendly and realistic way.
- A collaborative attitude and enthusiasm for supporting colleagues and contributing positively as part of a team.
- Pride in creating a welcoming, organised and well-presented office environment, with a willingness to go the extra mile.
- A degree or equivalent professional experience is welcome but not essential.
- Additional European or Japanese language skills would be an advantage.
- First Aid or Fire Warden certification would be beneficial; training will be provided where required.
