FOH/Building Services Manager

  • Permanent
  • Central London
  • Salary: £ 30000.00 per annum
  • Job Reference: JS/HQ00011848
Job Description for Receptionist/Facilities Manager Role
 
 
 
Key duties and responsibilities:
 
  • Responsible for the overall admin (physical and IT) of the building;
  • Ensuring that all office equipment is maintained and in working order;
  • Being the first point of call for all technical problems with computers, internet, phones, and liaising with suppliers to resolve issues;
  • Maintaining the phones system by following manufacturer's instructions for house phone and console operation;
  • Being the point of contact for building maintenance responsible for contacting the relevant supplier/contractor;
  • Obtaining quotes and seeking financial approval from Supervisor for any replacements or repairs needed in the building;
  • Monitoring hours worked by supplier and completing relevant job sheet; and
  • Ensuring invoice matches quote when received;
  • Oversee any office redecoration/refurbishing and general upkeep if needed;
  • Acting as fire marshal for fire drills;
  • Maintaining security by following set procedures; monitoring signing in device;
  • Conducting twice daily (once in the morning and once in the afternoon) checks of the building to look out for maintenance issues (e.g. broken door handles, taps, toilet seats, appliances)
  • Overseeing the day to day work of the cleaners, directing them as necessary;
  • Ordering and maintaining the plants and flowers for front of house (through contractors);
  • Daily check to make sure:
    • The cleaners have stocked all of the bathrooms with hand soap, toilet paper, air freshener etc;
    • The cleaners have stocked the kitchen with paper towel, dishwasher tablets, bin bags, washing up liquid etc;
    • Ordering cleaning products, milk, sugar, tea, coffee;
    • The cleaners have returned the crockery and cutlery to the tea point;
    • That the coffee machines, kettles, dishwashers are maintained properly and arranging for regular maintenance of them;
    • That there is sufficient water and cups in the water cooler and that the empty cans are removed regularly;
    • Ordering extra water for the water cooler as needed and making sure old containers are removed;
    • Overseeing the day to day work of the cleaners, directing them as necessary and letting your Supervisor know if there are any issues;
    • Making sure that the heating and lights are turned off in all of the meeting rooms before leaving.
 
 
 
  • Greeting and welcoming visitors and directing them appropriately and informing the relevant personnel;
  • Answering all incoming calls and redirect them or take accurate messages;
  • Maintaining a safe and clean reception area, surrounding areas and meeting rooms by complying with procedures and regulations;
  • Managing the booking (Outlook) calendar for all room booking enquires for the building's shared meeting rooms;
  • Installing the App for the front door (and removing it where appropriate);
  • Receiving letters, packages etc. and distributing them within an hour of receipt;
  • Preparing outgoing mail, drafting correspondence, securing parcels etc;
  • Keeping updated records and files; and
  • Any other ad hoc tasks as requested by your Supervisor.
 
 

Start Date: 11 Jan 2019