Receptionist and Office Administrator (12 month FTC)

Why this role matters:

Supporting 200+ employees, the Receptionist will be based at the reception desk of our London office in EC2A, consisting of 32,000 sq ft across two floors in a shared tenancy building. Under the supervision of the Senior Office & Facilities Manager you will manage the daily office tasks and cover the reception desk to ensure it runs to a high standard of efficiency at all times. Your duties include general receptionist’s responsibilities, as well as a multitude of administration and physical tasks with a heavy focus on Health, Safety and Security. Key skills required to successfully manage this role include being proactive, able to prioritise and multitask and have clear and friendly communication skills.

** PLEASE NOTE; This role requires the person to work in our London office Monday-Friday, 8am-5pm - so when applying please consider and ensure you are comfortable working under this arrangement **

Your key responsibilities:

Front of House & Office Support

• Maintain a clean, welcoming reception area; greet visitors, manage calls, messages, and refreshments.
• Oversee access card distribution and visitor management.
• Provide support for meeting rooms, kitchens, stationery points, and general office tidiness.

Operations & Facilities Management

• Coordinate maintenance requests, cleaning, waste, and contractor activities, ensuring prompt issue resolution.
• Manage post, deliveries, and shipments; process purchase orders and contract renewals.
• Supervise Planned Preventative Maintenance (PPM), reactive maintenance, and compliance documentation.

People & Communication

• Support onboarding and offboarding processes, including equipment returns and storage allocation.
• Organise internal events and communications (emails, signage, Slack) to promote engagement.
• Act as primary contact in the Office Manager’s absence; train temporary reception cover as needed.

Health, Safety & Security

• Ensure compliance with UK Health & Safety regulations, maintaining fire logs and risk assessments.
• Serve as Chief Fire Marshal and First Aider; attend H&S meetings and maintain certifications.
• Manage access control systems, visitor records, and conduct periodic security and compliance audits.

What you'll bring:

• Experience working in a similar Receptionist / Office Administrator role 
• Exceptional attention to detail with proven ability to maintain accuracy when organizing documents, inputting data in alpha-numerical order and verifying information within office management systems, policies, records and spreadsheets.
• Strong record-keeping and filing skills. Experienced in creating, updating, and maintaining comprehensive filing systems (digital and paper-based) to ensure easy retrieval and audit readiness.
• Organisational and time management skills. Capable of prioritising multiple administrative tasks and maintaining methodical workflows.
• Proficiency with Google Suite applications (Doc, Sheets, Gmail etc) and/or other record management systems for document tracking and communication.
• Professional communication and Front Desk management. Experienced in greeting visitors, managing calls, and handling correspondence while maintaining a professional and organized reception area.
• Confidentiality and data integrity. Demonstrated ability to handle sensitive information with discretion and maintain compliance with privacy policies.
• Process improvement mindset. Proactive in identifying ways to streamline administrative processes, enhance accuracy, and improve office efficiency.