The facilities Assistant is responsible for all front and back of house services including Reception, hospitality, Telephony and Post room.
Main duties and Responsibilities
Reception and Hospitality
Ensure the clean and tidy appearance of the reception area at all times (arrangement of chairs, newspapers etc.)
- Forward electronic faxes to recipients within the office following the firms fax policy
- Meet and assist all clients and other visitors – record details of persons visiting
Responsible for catering and refreshments for various occasions, ranging from:
- Client/internal meetings
- Client Events
- Staff Parties
Manage the meeting rooms including:
- Ensure the meeting rooms are of the highest standards including preparing/clearing the room. Time management is a key skill for the team as meetings/events etc have to be prepared, delivered and cleared on time set by the organiser
- Notify office manager of any repairs required
- Replenish the fridge located near reception with bottles of water and glasses throughout and at the end of the day
Manage stock control
- Ensure that there is sufficient supply of all catering items e.g. tea, coffee, sugar, crockery etc. and inform Office Manger if replenishments / replacements are needed
Telephony
- Promptly answer and redirect all incoming calls in a polite and friendly manner
- Prepare, maintain and distribute telephone extension lists
- Take messages from incoming callers and ensure message is passed promptly to that person and/or their assistant at the first opportunity
- Adhere to SOP’s
Post room:
- Opening, scanning and distributing incoming mail each morning
- Date stamp all mail and cheques before sorting into departments.
- Record all special and recorded mail – obtain a signature when passing it to the recipient..
- Record all items delivered into the office throughout the day by courier/clients – pass to the recipient promptly and obtain a signature.
- Assist with local hand deliveries
- Bulk copying – Ensure you understand what is required – number of copies/double sided/ colour and return by agreed deadline.
- Binding – check what size and type of binding comb is required; cover sheet and back card required. Return by agreed deadline
- Assist with the Stationery ordering and distribution
- Collect outgoing mail from each department, throughout the afternoon and sort mail into royal mail/DX
- Arrange courrier bookings online
- Ensure the confidentiality and security of all practice and clients’ documentation or information.
- Undertaking such other duties as may be allocated from time to time
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