Facilities Administrator and Receptionist

Job Description

Role Summary As the front-line representative for our facilities management team, you are the welcoming face and first point of contact for the site. This role blends exceptional front-of-house customer service with vital administrative support for daily building operations, ensuring a seamless, safe, and professional environment for all clients, employees, and visitors.

Key Responsibilities

• Front of House Excellence: Greet guests, employees, and clients with professionalism and enthusiasm. Manage visitor registration, issue access badges...

• Facilities Helpdesk & Liaison: Act as the primary bridge between building occupants and the FM team. Log facility issues, route maintenance tickets to the appropriate staff, and follow up to ensure prompt resolution.

• Vendor & Contractor Coordination: Welcome and sign in external contractors. Ensure vendors are briefed on basic site safety protocols and seamlessly directed to their work areas.

• Site Presentation & Event Support: Maintain the pristine appearance of the reception area and meeting rooms. Assist the wider FM team with meeting room bookings, event setups, and ad-hoc logistical requests.

• Health, Safety & Security: Serve as the eyes and ears of the facility. Monitor front-desk access control, report cleanliness or safety hazards immediately, and assist with logging incident reports.

Requirements & Qualifications

• Experience: 2+ years of experience in reception, corporate front-of-house, or hospitality. (Prior experience working within a facilities management, property management, or corporate real estate environment is highly advantageous).

• Customer Focus: A proactive, can-do attitude with a passion for anticipating client needs and delivering WOW customer service in a corporate setting.

• Communication: Exceptional verbal and written communication skills. Ability to effectively and professionally interact with senior executives, general staff, and external contractors.

• Organization & Multitasking: Highly organized with the ability to manage busy front-desk foot traffic while processing facility requests and administrative tasks.

• Problem-Solving & Tech Savvy: Solution-oriented with the ability to navigate ambiguity. Comfortable using or learning visitor management systems and FM ticketing/helpdesk