5 jobs found

Are you excited about coordinating operations in a professional environment? A leading company in the Facilities Management industry seeks a Works Co-ordinator based in Manchester to ensure smooth daily operations and enhance visitor experiences. The Role As the Works Co-ordinator, you ll: • Welcome visitors, clients, contractors, and tenants professionally. • Manage visitor sign-in/sign-out procedures and issue passes. • Schedule meetings and book meeting rooms, ensuring efficient use of resources. • Handle incoming and outgoing mail, parcels, and deliveries to maintain seamless communication. • Prepare reports and documents as required, supporting operational excellence. You To be successful in the role of Works Co-ordinator, you ll bring: • Previous experience working as a front house receptionist or in a customer-facing role. • Excellent communication and interpersonal skills. • Strong customer service focus and administrative abilities. • Proficiency in Microsoft Office applications. • Ability to multitask and work under pressure while maintaining a professional appearance. What's in it for you? Join a team dedicated to providing exceptional service in a fast-paced environment. The company values professionalism and teamwork, ensuring a supportive atmosphere for all employees. • Competitive hourly rate of £16.90 per hour. • Opportunity to work in a dynamic and professional environment. • Gain valuable experience in facilities management and client relations. Apply Now! To apply for the position of Works Co-ordinator, click Apply Now and send your CV to Sabah Lodhi. Interviews are taking place now, so don t miss your chance to join this dynamic team!

Job Title: PA / Receptionist / Executive Assistant Location: Trowbridge, Wiltshire Salary: Competitive Job Type: Permanent, Full Time About us: The key objective of the role is to assist with the efficient, effective running of the practice and ensuring that clients are served well, the team is working productively and harmoniously, and contributing to the profitability and success of the practice. About the role: The Role of the PA is primarily to assist the partners in managing the practice and in fulfilling their roles. The role of the receptionist is to be the front of office. The role of the Executive Assistant is to support the partners in ensuring the smooth running of the office and the premises. The role may also involve providing administration and support generally as and when required. This will include admin support to the Compliance Officer and the Money Laundering Reporting Officer. PA Duties: Scheduling appointments for the financial planners and partners, and clients and confirming appointments, and managing calendars. Reminding financial planners of appointments and ensuring that the technical team have prepared the necessary documentation in good time for the financial planners ahead of client appointments. Ensuring that the meeting room is booked and available for appointments and meetings, and that parking is available for visitors when needed. Ensuring all client reviews are scheduled and letters to clients are sent in good time and followed up when not responded to by clients. Requesting the clients bring all necessary documentation, I.D., cheques, etc to meetings as are required. Responding to and composing email communications on behalf of the financial planners and partners and assisting them generally in managing email volume. Dealing with correspondence and report production and etc for the financial planners and partners, including dictation and etc. Ensuring the Partners are not disturbed by external telephone calls during their prime time and ensuring, as far as possible, they return essential calls. Managing client satisfaction questionnaires. Issuing greeting cards to clients on their birthday and at Christmas. General PA responsibilities as and when required. Assisting the Technical Support Team at peak periods with general administrative support. Receptionist Duties: Ensuring that all incoming telephone calls are dealt with in an appropriate manner and ensuring that, as far as possible, telephone calls are returned. Ensuring that the answering machine is set and any messages left are dealt with. Meeting, greeting and welcoming all clients and other visitors to the office and ensuring that they are provided with refreshments. Clearing and tidying of meeting room following meetings in readiness for next use. Arranging refreshments and the preparation of buffet lunches for client meetings and other meetings. Ensuring that incoming mail is opened promptly each morning and ensuring that the mail is recorded and distributed. Ensuring that all outgoing mail is dealt with appropriately and recorded. Executive Assistant Duties: Taking responsibility for the smooth running of the office generally and management of junior staff. Maintaining the schedule of office and property projects/jobs/maintenance/repairs/servicing. Arranging and overseeing office cleaning, office repairs and maintenance in conjunction with the Partners. Arranging for visits by consultants (IT and otherwise) from time to time as necessary and scheduling appointments with staff accordingly. Ensuring that good office procedures are implemented to ensure the financial planning process progresses efficiently and effectively. Procuring office supplies economically, checking delivery notes, approving invoices for office supplies, and liaising with the accounts administrator. Preparing agendas for team meetings in conjunction with the Partners, taking minutes of meetings and circulating action points. Ensuring the work of general administration is undertaken efficiently and that all outstanding requests for information from clients and outside agencies are followed up (if asked for by Tech Team). Providing support to the Partners in the areas of health and safety, compliance, HR, completion of staff records, CPD records, analysis of data and as generally is necessary directed. Annual appraisal management and oversight. Compliance Administration: - Support the MLRO and Compliance Officer with their roles. - Recording and reporting the Planners CPD. - Monitoring of compliance registers, monthly. - Preparing internal compliance policies such as Data Protection, Training & Competence, Anti-Money Laundering, TCF. - Preparation of all internal compliance documents and updated as necessary with legislation. - Ensure annual tests are carried out by staff in relation to training in Data Protection, Anti-Money Laundering, TCF and etc. - Liaising with external compliance support. Premises Management: - Central point of contact for Tenants. - Point of contact for office letting enquiries and viewings. - Oversee facilities management, including maintenance, cleaner, boiler servicing, IT, telecoms and etc. Human Resources: - Supporting the Partners with all HR matters. - Manage and log all holiday requests and recording of sickness absence and etc. - Management of appraisals, from scheduling to completion. - First Aid and supplies of first aid materials. About you: - Being well organised and having the ability to organise the work of others. - Being able to work on own initiative without supervision. - Being able to work as part of a team. - Possessing the ability to work under pressure. - Having a fine attention to detail and taking a pride in one's work. - Having the ability to identify and correct errors in the work of others. - Having excellent oral and written communication skills and high standards of personal presentation. - Having excellent typing and IT skills. - Being competent in the use of Microsoft Office software (Word, Excel, PowerPoint, Outlook and databases). - Demonstrating values that reflect personal and business integrity, honesty, openness, accountability and responsibility. - Be admired and respected by clients and team members alike. - The role involves flexibility and the need for personal development by training and qualification, as necessary. What we offer: Personal development by training and qualification, as necessary. Additional Information: The role involves providing administration and support generally as and when required. Please click on the APPLY button to send your CV and Cover Letter for this role. Candidates with experience of; Personal Assistant, Executive Assistant, EA, Receptionist, Office Manager, Practice Manager, Administrative Officer, Financial Services Admin, Front of House, and Facilities Coordinator also be considered for this role.

Centre Assistant / Front of House Coordinator Fareham, Hampshire £24,785 6-Month Fixed Term Contract Hours: 37.5 hours per week Working Pattern: Monday to Friday, 8:30am - 5:00pm Contract: 6-Month Fixed Term Contract (Immediate Start Available) About the Role We are seeking a Centre Assistant / Front of House Coordinator to join a busy and professional business centre in Fareham on a 6-month fixed term contract. This is a varied and people-focused role, ideal for someone with a background in customer service, hospitality, retail, reception, front of house or office administration who is looking to develop their career in a professional office environment. You will be the first point of contact for clients and visitors, ensuring a welcoming and professional experience while supporting the smooth day-to-day running of the centre. Working closely with the Centre Manager, you will be involved in front of house operations, client services, administration and facilities support , making this a great opportunity for someone who enjoys variety and responsibility. Key Responsibilities Front of House & Client Services Welcome clients, visitors and contractors in a friendly and professional manner Act as the first point of contact for enquiries Build strong relationships with clients and their teams Support client onboarding and departures Assist with day-to-day client requests and queries Help create a positive and professional business environment Support client events and engagement activities Centre Operations & Facilities Support Ensure the business centre is clean, presentable and well maintained Prepare offices, meeting rooms and communal areas for client use Manage incoming post and deliveries Replenish refreshments and office supplies Support basic maintenance and liaise with contractors when required Follow Health & Safety procedures and standards Administration & Reporting Maintain accurate occupancy and client records Update internal systems and reports Support business rates administration and council correspondence Assist with general office administration and ad hoc tasks About You We are looking for someone who enjoys working in a customer-facing environment and takes pride in delivering great service. You will ideally have experience in: Customer Service Hospitality or Retail Reception / Front of House Office Administration Facilities or Business Support roles You will also have: Strong communication and interpersonal skills A professional and friendly approach Good organisational skills and attention to detail Confidence using Microsoft Office and general systems (training can be provided) A proactive and reliable attitude Ability to manage multiple tasks in a busy environment A strong focus on customer experience What's on Offer £24,785 per annum Monday to Friday - no weekends Full-time, 37.5 hours per week 6-month fixed term contract with immediate start available Friendly and supportive team environment Modern, professional business centre setting Great exposure to client services, operations and facilities Apply Now If you have experience as a Receptionist, Front of House Assistant, Customer Service Advisor, Office Administrator, Hospitality Team Member or Facilities Assistant , we would love to hear from you. Apply today to join a professional and customer-focused organisation in Fareham on a 6-month fixed term contract.

Are you excited about coordinating operations in a professional environment? A leading company in the Facilities Management industry seeks a Works Co-ordinator in West Midlands to ensure smooth daily operations and enhance visitor experiences. The Role As the Works Co-ordinator, you ll: • Welcome visitors, clients, contractors, and tenants professionally. • Manage visitor sign-in/sign-out procedures and issue passes. • Schedule meetings and book meeting rooms, ensuring efficient use of resources. • Handle incoming and outgoing mail, parcels, and deliveries to maintain seamless communication. • Prepare reports and documents as required, supporting operational excellence. You To be successful in the role of Works Co-ordinator, you ll bring: • Previous experience working as a front house receptionist or in a customer-facing role. • Excellent communication and interpersonal skills. • Strong customer service focus and administrative abilities. • Proficiency in Microsoft Office applications. • Ability to multitask and work under pressure while maintaining a professional appearance. What's in it for you? Join a team dedicated to providing exceptional service in a fast-paced environment. The company values professionalism and teamwork, ensuring a supportive atmosphere for all employees. • Competitive hourly rate of £16.90 per hour. • Opportunity to work in a dynamic and professional environment. • Gain valuable experience in facilities management and client relations. Apply Now! To apply for the position of Works Co-ordinator, click Apply Now and send your CV to Sabah Lodhi. Interviews are taking place now, so don t miss your chance to join this dynamic team!

What you'll be doing Facilities duties: Support the delivery of all building management, facilities and maintenance services at Carmelite House. Conduct regular inspections of all Hachette occupied floor areas, communal spaces, meeting rooms, shower and toilet facilities, etc. Recording of all defects, faults, breakdowns and repairs onto on-line tracker registers Reporting faults and breakdowns to the specific approved contractor or appointed service provider for actioning and ensure they are attended to and resolved within the given time frames. Manage and maintain the Facilities Help Desk email account, ensuring all requests, enquiries and reports are responded to and resolved in a timely and efficient manner. Carry out regular checks on first aid box contents, central stationery stocks, notice board posters and general signage to ensure they are at the correct levels and displays are current. To provide ad hoc support to the Post Room team in their daily duties as may be necessary including setting up/re-setting of furniture for larger conference events. To provide ad hoc support to the Print Room team as may be necessary. Assist the Building Manager with the delivery of Health &Safety checks and to participate in emergency planning, incident management and building evacuations as required. Manage and process the Meridian compliance database system, including chasing up and up-dating due and expired documentation and relevant actions. To assist the receptionist in Co-ordinating approved quotations, raising purchase orders on the SAP system for sending out to service providers. Organise Fire Marshall and First Aid training for staff members, including up-dating training records and display posters. Be the Facilities team representative for all new staff starters and leavers procedures including carrying out building induction tours. Lifting and transporting standard boxes of books and furniture items, etc, with the aid of suitable, designated, trollies. Assist the Receptionist in managing the access control system, setting up and printing new ID cards as required Manage the various types of lockers located around the building including key issuing and up-dating admin database records. Order specific stationery and furniture items for the team and other users including DSE working from home equipment requirements. Assist with internal office churn moves in terms of furniture relocations, desk set ups and general ad-hoc tasks. Collate and record daily building occupancy statistics. Management of the 6th Story are area display books and how they are presented. Organise regular collection of charity and/or surplus books from floors for re-assignment to other display areas or disposal. Recording and safe storage of all lost property items ready for collection or disposal after set period of time. To be first line support cover for the reception desk during Receptionist lunch time and short term sick periods. Reception duties: Greet visitors, staff and contractors in a professional and courteous manner at all times. Answer and manage incoming calls, emails and enquiries in a friendly, efficient and effective way. Maintain a tidy and welcoming reception desk, ensuring area remains presentable and clutter free at all times. Manage the visitor management system, recording visitor arrivals and contacting the respective host. Issue daily temporary staff access passes and recording them on the card management database system This is not an exclusive or exhaustive list of duties, and the job holder be required to undertake such other tasks as may reasonably be required. Who we are looking for Skills/Knowledge/Personal Attributes: Previous experience working within a facilities, property management or hotel environment is essential. Excellent communication and interpersonal skills with a professional and client focus demeanour. Polite, courteous and have a personable and approachable manner. Strong IT skills including Microsoft Office (Excel, Word, Power Point and Teams). Ability to work under pressure, including dealing with ever changing priorities. Working style that encourages team work both within the role and across business functions. Collaborative working spirit that enhances and builds effective working relationships both internally and externally. The ability to multi-task effectively and prioritise workloads on a daily basis. A positive "can do" attitude with the ability to use their own initiative. Have an innovative and self-motivated mindset to resolve problems and improve processes and systems. Excellent written and spoken communication skills. Be customer focussed and have the confidence to effectively deal with difficult situations as they may arise. Qualifications/Certifications: IOSH or other Health & Safety qualifications (desirable) NVQ in Business Admin, Customer Services or Property Management (desirable) Manual Handling trained (desirable) Emergency First Aid and Fire Marshall trained (or a willingness to complete training) What we offer Our staff are our greatest asset, and our benefits reflect this: 28 annual leave days per year, increases to 29 days after 2 years' service and goes up to 30 days after 5 years' (+ bank holidays) Private medical insurance Dental insurance Generous pension schemes Rent deposit loans 2 community days per year Summer hours (finishing at 1pm on Fridays during the summer months) Retail discounts through Hachette rewards Cycle to Work scheme Eye care vouchers Wide-ranging training library Development programmes (including mentoring) Up to 70% off book purchases A charity bookshelf 12 Staff-led employee networks that are voluntary, including Gender Balance, Thrive, Pride, All Together, Wellbeing and religious networks Season ticket loans And much more! The role will be based at our London office, Carmelite House, Monday to Friday