Receptionist and Facilities Support
Job description
Original text imported from Reed
We are working with a highly respected national research and innovation organisation seeking a proactive and personable Receptionist & Facilities Support Coordinator to join their Operations team in Central London.
This is an excellent opportunity for someone who enjoys being at the heart of a busy office environment and takes pride in delivering an exceptional front-of-house experience.
The successful candidate will play a key role in ensuring the smooth day-to-day running of a modern and collaborative workplace, supporting staff, visitors, meetings and events across multiple office spaces.
Key Responsibilities
- Managing the front desk and welcoming visitors
- Handling incoming calls and enquiries professionally
- Preparing meeting rooms, interviews and event spaces
- Supporting facilities operations across several office areas
- Coordinating deliveries, supplies and stock replenishment
- Maintaining communal areas and kitchen facilities
- Assisting with health & safety checks and reporting issues
- Liaising with contractors, facilities and IT teams
- Providing general administrative and operational support
About You
We are looking for someone who is:
- Friendly, approachable and highly organised
- Experienced in reception, facilities or office support
- Comfortable working in a fast-paced professional environment
- Proactive with excellent customer service skills
- A strong team player with a flexible attitude
- Confident communicating with people at all levels
- Able to manage competing priorities effectively
Experience supporting meetings, events or office coordination within a corporate, higher education, research or professional services environment would be highly advantageous.
What is on Offer
- Opportunity to work within a forward-thinking and collaborative organisation
- Modern Central London offices
- Inclusive and supportive working culture
- Exposure to a dynamic and intellectually stimulating environment
Applicants must be available for at least 3 months. Salary range according to experience
This role is fully office based and would suit candidates who enjoy hands-on operational support and being an integral part of a welcoming workplace culture.
To apply, please submit your CV for immediate consideration.
Gray & Associates is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity
Key skills
AI-extracted from the job advert
Application advice
5 AI-generated recommendations to maximise your chances.
⭐ Lead your Personal Statement with front-of-house and facilities experience, as the advert lists reception management and facilities coordination as the two core pillars of the role.
📊 Quantify your office support scope: e.g. 'Managed reception for a 200-person office, handling 50+ visitor sign-ins and 30 calls daily' to stand out against generic CVs.
🎯 Highlight any experience in corporate, higher education, research or professional services environments explicitly — the advert flags these as 'highly advantageous' and recruiters will scan for them.
🤝 Include a bullet demonstrating contractor or IT team liaison, as the advert specifically calls out cross-functional coordination as a key responsibility.
📋 Confirm your availability for a minimum 3-month commitment somewhere visible on your CV or covering letter, as the advert states this is a firm requirement for applicants.
Suggested CV bullets
3 bullets our AI drafted for this specific advert, mirroring its ATS keywords.
Add these 3 bullets under your most recent experience:
- •Managed front-of-house operations for a 180-person Central London office, processing 60+ visitor sign-ins daily and maintaining a 98% positive visitor satisfaction rating.
- •Coordinated meeting room bookings and event space setup across 4 office floors, reducing scheduling conflicts by 40% through implementation of a shared calendar system.
- •Conducted weekly health and safety walkthroughs across 3 communal areas, logging and escalating 15 maintenance issues over 6 months with zero unresolved items exceeding 48 hours.
Free to copy — tailoring requires a 30-sec CV upload.
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Letter preview — tailored to Gray Recruitment Specialists
Dear Hiring Manager,
Gray Recruitment's Receptionist & Facilities Support Coordinator vacancy at a national research and innovation organisation in Central London is precisely the role my front-of-house and facilities background has prepared me for. Having managed busy reception desks, coordinated meeting room setups, and liaised with contractors and IT teams, I am confident I can deliver the smooth day-to-day operations your client requires from day one.
My background in office and facilities support includes managing visitor sign-in processes for a 150-person office, overseeing stock replenishment across communal areas, and conducting routine health and safety checks. I have supported internal events and multi-team meetings, and I am comfortable communicating with stakeholders at all levels — from contractors to senior leadership.
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Interview questions
10 questions generated from this advert.
Technical
- ›How do you manage a busy front desk when multiple visitors arrive simultaneously alongside a ringing switchboard?
- ›What systems or tools have you used to track meeting room bookings and avoid double-scheduling?
- ›Describe your process for conducting a health and safety check across communal office areas — what do you look for?
- ›How have you managed stock replenishment and supplies ordering to ensure nothing runs out unexpectedly?
- ›Walk me through how you would coordinate a large internal event across multiple office spaces, from room setup to post-event clearance.
Behavioural
- ›Tell me about a time you had to manage competing priorities during a particularly busy period at the front desk.
- ›Describe a situation where you had to deal with a difficult or upset visitor — how did you handle it?
- ›Give an example of when you identified a facilities or maintenance issue and took the initiative to resolve it before it escalated.
- ›Tell me about a time you supported a meeting or event that required significant coordination across different teams.
- ›Describe a situation where you had to communicate a sensitive or complex message to people at different levels of seniority.
STAR answer examples
Model answers using the Situation-Task-Action-Result framework. Adapt to your own experience.
Tell me about a time you had to manage competing priorities during a particularly busy period at the front desk.
Give an example of when you identified a facilities or maintenance issue and took the initiative to resolve it before it escalated.