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Posted 31 January by Exact Sourcing Easy Apply Ended
This exciting new position is primarily a front of house role, also providing general administrative support to enable the smooth running of our client’s business.  You will be the first point of contact for visitors and callers, and will present a highly professional and welcoming interface to their clients and other visitors, as well as friendly and willing support to colleagues.

The administrative support aspect of the role will vary in line with the needs of the business from time to time.  At least initially this will include support for our facilities and HR teams.

You will have first rate interpersonal and communication skills, an ability to efficiently and effectively manage a range of tasks simultaneously and take pride in your surroundings.  You will require sound IT, organisational and administrative skills, with strong customer focus and attention to detail.

Role Accountabilities

- Meet and greet visitors and interview candidates on arrival.
- Answer, screen and forward incoming calls.
- Ensure the ‘Front of House’ (public area) is welcoming and presentable, manage room booking schedules.
- Book and set up meeting rooms including provision of refreshments as required for client meetings, recruitment interviews and training events.
- Booking taxis for visitors if required.
- Sort and distribute incoming post and deliveries; process outgoing post and deliveries (including occasional shipment of prototypes overseas through customs).
- Maintain office security (inc confidentiality) by following procedure, controlled provision of entry tags, checking access logs and scheduling alarm maintenance
- Project rooms: Manage the allocation, upkeep and usability of project rooms, ensuring efficient turnover of resources, and possibly assisting with moving furniture and equipment.
- Archive management: create and maintain on-site material storage, manage off-site document storage system including boxes filed/retrieved and associated invoices.
- Clerical duties such as creation of Purchase Orders and Expenses related to above


- Maintaining accurate systems and records: e.g. phone lists, updating process trackers, also updating assets and seating positions to account for joiners, leavers and other changes.
- Publication subscriptions: renewals and account tracking and maintaining access details.
- Stationery supplies: order appropriate stock, keep inventory and provide effective storage.
- Liaison with building manager on communal services, e.g. postal collections, car park/building access.
- Maintaining office equipment, e.g. battery chargers, cameras, write-on boards.
- Company event arrangements, including seasonal parties.
- Assisting the HR team with tracking applications, circulating paperwork for review, arranging interview times, booking and preparing interview rooms to include liaising with candidates, interviewers and external agencies as required. 
- Assisting with booking and coordinating in-house and external events including training workshops and forums, careers fairs and recruitment events, conferences and presentations, including liaising with internal and external providers.
- Assisting with preparation and circulation of materials in support of meetings, including forums, workshops, learning sessions, training events.



- Experience in a busy customer-facing role
- Proven ability to effectively manage a wide range of tasks & responsibilities, whilst coordinating with stakeholders
- Fluent written and spoken English language skills
- Effective and pro-active communication skills, in face-to-face, written and telephone communications
- Proven ability to carry out detailed and accurate work in a methodical and timely manner
- Confident and approachable manner
- Methodical and accurate
- Proficient in use of MS Office – Word, Excel, Powerpoint
- Seeks guidance when required and acts with confidence to successfully resolve and complete activities
- Self-starter who is able to manage and prioritise their own task list to meet deadlines
- Capable of manual handling tasks, including lifting, bending, loading and moving goods and furniture


- Previous experience in a reception or facilities support role
- Confident Mac user
- Experience of using databases or stock control systems
- Experience of shipping packages overseas

Qualifications (essential minimum) 

GCSE English and Mathematics (minimum grade C) 

If this sounds like the perfect opportunity for you, then we’d love to hear from you! Your application can be made either by email to or by calling us on .

We very much look forward to hearing from you and will be reviewing all applications over the next 2 to 3 weeks. If you’re selected we’ll be in contact and if not, we’ll be keeping your details on file for any future vacancies. Please follow us on Twitter (@ExactSourcing) or ‘like’ us on Facebook to keep updated with any future opportunities.

Exact Sourcing is an equal opportunities employment agency.

Reference: 34361513

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