Front of House & Facilities Coordinator

We are seeking to employ a Front of House & Facilities Coordinator to be based in our London office.

The role

Providing excellent front line Client meet & greet service appropriate to our company ethos, purpose and guidelines. Perform Concierge duties in an efficient, professional and courteous manner. Maintain regular consistent and professional attendance, punctuality, personal appearance and adherence to relevant Health and Safety procedures.  Provide support to the Premises & Facilities Manager for both Facilities and Health and Safety tasks.

The key result areas / responsibilities are:

Area 1: Front Desk
  • Manage the London entrance area ensuring it is tidy and well presented.
  • Greet and direct all Visitors, including Clients and Colleagues from both other HM offices and from across the Group.
  • Oversee Visitors signing into the booking system and ensure they are greeted by their Host. Advise of any Housekeeping rules (Fire bell test/Fire exits/Stay with Host to Assembly Point) whilst they are waiting and if appropriate advise on the Living Lab concept.  Show them toilet facilities and offer them a drink.
  • Keep both the Exhibition, and The River Café worktops clean and serviceable at all times.
  • Periodically check all toilet cubicles to ensure presented in a clean and tidy way, report any issues for resolution.
  • Promptly report any issues to the Premises & Facilities Manager as they become known for speedy resolution.
  • Sort and distribute incoming mail, scanning letters to remote parties as necessary. Any outgoing mail should be correctly stamped and taken to the Post Box/Office.
Area 2: General Call Enquiries
  • Receive all query calls from Moneypenny and deal with them as appropriate.
  • Relay messages and announce callers/visitors.
Area 3: Stationery, Office Catering, Shopping, PPE
  • Responsible for ordering stationery for the London office, keeping stock levels consistent and up to date, both in the office and in the basement, placing orders as Ensure only weekly stock is kept on the office floor with primary storage in basement.
  • Receive weekly shopping, distributing and storing as necessary. Display fruit in the relevant containers, ensuring any bad fruit is disposed of.  Remove any perishable fruit before long periods of closures, such as the Christmas break.
  • Monitor Coffee machines in both the Exhibition space and in the River Cafe, ensuring clean and operational, stocked with beans and milk, including replenishing supplies from the basement as appropriate. Ensure stocks of beans and milk in the basement are maintained at good levels and order as appropriate to maintain a continuous supply for the Coffee Machines.  Monitor and order coffee machine consumables.
  • Monitor and order office catering supplies and equipment for the kitchen areas as required. Keep stocks in the office refreshed from the supplies held in the basement.
  • Monitor cleaning consumables and order as necessary as appropriate.
  • Review milk and other shopping supplies for London and Farnborough, ordering as necessary to maintain a good stock rotation.
  • Keep PPE (Personal Protective Equipment) log current, issuing stock as appropriate in London. Where required place orders for new supplies for all sites.
Area 4: Booking Meeting Rooms/Provide Refreshments
  • Manage bookings of the Meeting rooms via the Smartway2 app. If required and agreed by organisers, re-assign rooms.
  • Allow appropriate time in booking for room turnaround.
  • Provide refreshments for meetings and events when required.
  • Regularly check meeting rooms, ensuring they are tidy and presentable in preparation for the next use.
  • Order food from agreed suppliers when requested by admin or senior staff.
  • Ensure that an adequate stock of tea, instant coffee, sugar, biscuit, fruit supplies etc are kept available for distribution to the Exhibition and River Cafe areas.
Area 5: Administrative Support
  • Occasional errands for Directors/Group Directors (for example, collection of sandwiches, stationery etc).
  • Oversee all filing/archiving requests, condensing documentation as necessary before storage.
  • Complete administrative tasks where time allows, prioritising as necessary.
  • Provide direct support to the Premises & Facilities Manager, undertaking both daily and adhoc tasks as needed.
  • Be the first point of contact for premises issues across all offices when Premises & Facilities Manager is absent.
  • Oversee Cleaners with reference to the Premises & Facilities Manager.
  • Receive and oversee various contractors when visiting the office – deal with any resulting queries, or escalate as necessary.
Area 6: Premises Support
  • Monitor and report on any maintenance issues arising across the office and take appropriate action, escalating to Premises and Facilities Manager as appropriate.
  • Provide cover for the Premises & Facilities Manager when on leave, dealing with maintenance issues as they arise.

Key Interfaces:

Deals with new and existing Staff, Clients, Visitors, and External Suppliers. Liaises with internal departments such as design teams, specialist groups, HR, IT and staff in other offices.

All Applications will be treated in the strictest confidence. Hilson Moran is an equal opportunities employer and welcome applications from all communities