Front of House Administrator
Posted 1 day 10 hours ago by Manchester Arndale
OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.
Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.
About The Role: Benefits:- Free Online Doctor Consultations via Web-doctor
- Competitive Salary
- Contributory Pension after qualifying period
- 21 Days Annual Leave increasing with service to 26 Days
- Additional Leave Day on your Birthday after 1 year service
- Staff Benefits/Discount Programme
- Employee Assistance Programme
- Training and Development Opportunities
- Free onsite Parking
The main purpose of the role is to provide Receptionist Services & Administration duties to OCS Ireland for operations in our client's facility.
Key Responsibilities:- Operating the switchboard, dealing with the public and internal calls as appropriate. Providing information to callers, taking and relaying messages efficiently.
- Responsible for all visitors, from initial welcome to ensuring they are issued with correct security identification. All visitors must be announced to their host & ensure the visitor is met by their host.
- Administration of meeting room bookings: take reservations, monitor daily meetings, and liaise with the general operative to ensure rooms are set up properly.
- Booking couriers and ensuring both incoming and outgoing consignments are received and delivered.
- Deal with taxi bookings; book couriers; ensure both incoming and outgoing courier consignments are received and delivered.
- Maintain a safe and clean reception area, ensuring layout is tidy, welcoming, and materials are replenished.
- Monitor the Facilities email resolver group & assign tasks promptly. Escalate to the appropriate person in the Facilities Department if unsure.
- Support the Facilities Team on facilities issues on the client site (e.g., taking calls, liaising with contractors, permits, logging requests on CMMS systems, and updating Concept & ServiceNow with completion information & call closure).
- Perform general office/administration duties as required.
- Assist with incoming and outgoing post duties as necessary, including responsibility for all deliveries/parcels received at the main reception desk. Ensure deliveries/parcels are sent to the mail room & logged.
- Raise and close Hazcons on the Hazcon system as required.
- Provide facilities administration support to Maintenance Coordinators working on Concept with filing & uploading of maintenance records.
- Print & file documents for contractor folders.
- Work closely with the Facilities Space Planner - add new starter details to the Zone/Visual Directory; update/edit/delete staff profiles.
- Excellent customer service
- Strong communication (verbal & written) and interpersonal skills
- Knowledge of Facilities Management processes
- Good organisational & administration skills and ability to prioritise workload efficiently
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Ability to multitask and keep multiple customer issues in progress at once
- Problem solving skills
- Facilities Management experience (advantageous)
- Flexible attitude and proven record as a strong team player
- Utmost discretion and confidentiality in all work related matters
We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.