Reception Administrator

Job Title: Reception Coordinator

Overview

This role sits within the wider Reception team and supports the day-to-day running of multiple office locations. You’ll help ensure buildings are safe, well-maintained, and compliant with all relevant health & safety and environmental legislation.

It’s a hands-on, varied position involving regular interaction with teams across different sites. Travel between locations will be required. You’ll play a key part in maintaining high standards across all offices while supporting effective service delivery within agreed budgets.

Main Responsibilities

Reception & Building Support

• Support the upkeep and smooth running of all office locations, ensuring spaces are maintained to a high standard

• Act as a point of contact for reception-related queries from staff and visitors

• Liaise with the Reception Team Lead and senior management on building requirements and priorities

• Support minor works programmes and coordinate activity across sites

Health & Safety Compliance

• Respond to health & safety issues and support ongoing compliance across sites

• Work with third-party providers to ensure maintenance records and compliance standards are met

• Maintain key documentation including asset registers, emergency plans, and compliance records

• Coordinate health & safety visits with site teams

Contractor & Supplier Management

• Oversee third-party contractors to ensure services are delivered in line with agreed standards

• Monitor service delivery and escalate issues where required

• Act as a liaison between site teams, contractors, and suppliers

Site Operations & Support

• Coordinate maintenance bookings via approved systems and ensure accurate record keeping

• Manage access control (e.g., passes for starters, leavers, contractors)

• Support cleaning operations and ensure standards are maintained

• Assist with meeting room setup and office events where required

• Help maintain clean, safe, and organised working environments across all sites

Collaboration & Continuous Improvement

• Work closely with teams across IT, Finance, HR, and site leadership

• Support office moves, refurbishments, and closures

• Contribute ideas to improve reception operations and service delivery

• Stay up to date with industry best practice and compliance requirements

Additional Responsibilities

• Provide reception cover as part of core duties, including holiday and lunch cover

• Assist with raising purchase orders

• Provide regular updates to the Reception Team Lead or equivalent on site activity and required actions

Person Specification

Qualifications