Office Reception and Facilities Coordinator

Location: Staines, TW18 - Office-Based
Salary: Up-to £40k + Benefits
Reporting to: Executive Assistant to the CEO

About the Role

I am recruiting for a highly organised and professional Office Reception & Facilities Coordinator to be the welcoming face of my clients' office and play a key role in ensuring the smooth day-to-day operation of their office environment.

This is a varied and hands-on position combining reception, facilities management, health & safety administration, and executive support responsibilities. You'll be responsible for creating a professional visitor experience, maintaining office facilities, supporting events and meetings, and providing administrative assistance to senior stakeholders.

This opportunity would suit someone who enjoys being at the centre of a busy office, thrives on organisation, and takes pride in delivering exceptional service.

Key Responsibilities

Reception & Front-of-House

• Act as the first point of contact for visitors, providing a warm and professional welcome.
• Manage all reception services and visitor arrangements.
• Offer refreshments and notify hosts of arriving guests.
• Handle incoming deliveries, post, and courier services.
• Manage reception inboxes and meeting room booking requests.
• Coordinate meeting room setups, including furniture and AV equipment.
• Arrange catering for meetings, events, and workshops.

Office & Facilities Management

• Conduct regular inspections of office facilities, meeting rooms, kitchen areas, and communal spaces.
• Ensure the office remains safe, tidy, fully stocked, and well maintained.
• Coordinate repairs, maintenance, servicing, and contractor visits.
• Manage office supplies, stationery, kitchen stock, and building consumables.
• Arrange collection and recycling of confidential waste, paper recycling, and redundant equipment.
• Issue and maintain records for security passes, access fobs, and parking permits.
• Maintain accurate facilities and asset records.
• Support document archiving and records management processes.
• Build strong relationships with site contacts, contractors, and suppliers.
• Assist with business continuity planning and supplier record management.

Health & Safety Support

• Provide administrative support to the Health & Safety function.
• Organise meetings, take minutes, and track actions to completion.
• Assist with PPE purchasing, training administration, and travel-related compliance.
• Maintain driving-at-work records and documentation.
• Coordinate professional driver training and related records management.

Executive & Administrative Support

• Support the Executive Assistant to the CEO with a variety of administrative tasks.
• Prepare documentation, presentations, and meeting materials.

Essential Skills & Experience

• Previous experience in a reception, office coordination, facilities, administration, or workplace support role.
• Excellent organisational and multitasking skills.
• Strong verbal and written communication skills.
• Professional and customer-focused approach.
• Ability to prioritise workload and work independently.
• Competent user of Microsoft Office applications, including Outlook, Word, Excel, and Teams.
• Strong attention to detail and record-keeping ability.
• Experience coordinating meetings, visitors, and office services.