Reception & Facilities Coordinator

Our client are seeking a proactive and passionate Reception & Facilities Coordinator to take on a wide range of interesting and varied tasks, having overall ownership for the smooth running of the Reception and Facilities function.

Your responsibilities will include:

Reception:

• Administering all incoming enquiries via telephone, email, and other media, using internal IT systems to correctly transfer phone calls.

• Answering general queries from visitors/employees, signposting them to the relevant team/individual where appropriate.

• Welcoming guests visiting site, and ensuring they are well supported during their visit.

• Providing support for meeting room coordination/bookings for Sutton site, and coordinating onsite catering for events/meetings where required.

• Supporting employees/visitors with courier, hire car, taxi, and other travel arrangements/queries, signposting to relevant self-service tools/providers as appropriate.

• Facilities Management

• Responding to any facilities-related queries raised by employees/guests to the site, ensuring that prompt action is taken where needed, liaising with building management as required, and escalating any concerns/significant topics to HSEQR (health & safety-related) or the Head of HR (all other topics) as appropriate.

• Arranging 3rd party vendors to ensure all facilities-related needs (including implementation, maintenance, repairs, cleaning, etc.) are met for the Sutton site, and that the services provided are fit for purpose, of high quality, delivered in a timely fashion, and are cost-effective.

• Providing facilities-related support to the Site Leads in non-Sutton sites where needed.

• Event / Initiatives Coordination

• Leading on the coordination and successful rollout of key company events, ensuring from the outset that a clear project plan is in place which is closely adhered to, and ensuring expenses are tracked, budget is adhered to, and the event brief is successfully delivered.

Administrative Support

• General administration and ad hoc project support, including but not limited to: processing expenses for senior management, ad hoc customer/supplier communications, Business Unit data processing support, and completing specific administrative duties for the HR department (e.g. visitor visa letters, training administration support, interview booking arrangements, starter/leaver equipment coordination, etc.).

• Health & Safety

• Providing First Aid and Fire Warden services for the Sutton site

• Any other ad hoc tasks as required.

Ideal Candidate:

Proven office administration/facilities management/front of house experience in a high-volume, fast-paced environment with competing priorities.

Demonstrated ability to manage a large and varied workload, balancing reactive tasks with planned activities while consistently meeting deadlines.

Strong organisation skills, with the ability to track, prioritise and progress multiple tasks simultaneously without losing oversight.

Highly adaptable, flexible, and resilient, comfortable handling frequent interruptions, shifting priorities, and ad hoc requests while maintaining focus on key deliverables.

Experience of supporting or coordinating events or projects requiring forward planning, timeline management, and attention to detail.

Excellent time management skills, with a structured and methodical approach to planning, scheduling and follow-through.

Friendly, welcoming, and professional demeanour with strong interpersonal skills.

Strong customer service skills and a collaborative team player.

Confident user of Microsoft Office skills (in particular, Outlook, MS Teams, MS Word and Excel), with the ability to use tools to organise and manage workload effectively.

Trustworthy, with the ability to handle confidential information with discretion.

Punctual, reliable and dependable.

First Aid at Work and Fire Warden qualified, or willing to undertake relevant (company-funded).

If this sounds like the role for you, please apply now!

Prize Placements is acting as an employment business for temporary positions and an employment agency for permanent positions.

We regret that we are unable to respond to all applications. If you have not heard from us within 7 days please consider that on this occasion your CV has not been selected for our client.