Receptionist & Facilities Co-Ordinator. Job in Nottinghamshire LilyLifestyle Jobs

Job Title: Receptionist & Facilities Co ordinator

Department: Reception & Facilities

Hours of Work: 35 hours per week

Work until 31st July 2026

Main Purpose of Role

Provide a professional and comprehensive front of house reception service & coordinate facilities on site.

Key Duties & Responsibilities

• Meet and greet all visitors to the business. Issue visitor badges.
• Professionally and promptly respond to incoming calls.
• Create ID badges and manage reception starters and leaver records.
• Administer signing in and out sheets.
• Order lunches and buffets for meetings when required.
• Sort incoming mail and process outgoing mail and parcels (Royal Mail/TNT).
• Match invoices, raise purchase orders and complete goods received notes (including services charges, utilities etc for facilities).
• Manage and review meeting room bookings.
• Manage office supplies, including printer supplies, kitchen supplies (coffee, milk, etc.) and stationery.
• Proactively update and archive files as required, particularly for facilities.
• Arrange travel and hotel bookings.
• Manage several shared inboxes using Outlook.
• Raise and assign facilities jobs to the correct contractor. Ensure all statutory paperwork is received and filed appropriately.
• Work alone and as part of a team. Use initiative and decision making.
• Ensure statutory maintenance is up to date. Monitor service contracts and renewal dates. Arrange appointments for these; examples include emergency light testing, water checks, pest control.
• Arrange and carry out practice fire evacuations.
• Order IT and mobile equipment for employees.
• Contribute to effective implementation of OHSAS 18001, ISO9001 and ISO14001 along with the following policies: Health and Safety policy, Quality policy, Environmental policy.
• Work within established company policies and procedures.
• Promote company values and standards, exhibiting appropriate behaviour.
• Use talent and ability to encourage achievement and continuous improvement.
• Demonstrate safety, integrity and commitment at all times.
• Maintain excellent levels of communication and organization throughout the team and wider business.
• Carry out any other duties as and when necessary to meet varying demands of the business and satisfy customer needs.