The Front of House & Facilities Manager
Located at TBA, North Gower Street, London, NW1 2ND. Official working office hours are from 9 am to 5.30 pm, Monday to Friday.
The Role
The Front of House & Facilities Manager is responsible for ensuring the smooth operation and presentation of the reception area, as well as managing the overall building facilities. This role serves as the first point of contact for visitors and clients, provides administrative support, and oversees health, safety, and building maintenance tasks.
Specification
* Full time position in the London office
* On call for emergencies outside of regular working hours
* Flexibility of hours to open and close the office when required
* Microsoft Office experience a must including Outlook, Word, PPT and Excel
* A quick learner who can use their initiative
* Confident with a welcoming personality
* Excellent communication and interpersonal skills
* Demonstrate a high attention to detail
* Experience working within a team environment
* Ability to multi-task and prioritise a variety of work
Key responsibilities of the role include:
Reception
* Serve as the initial point of contact for visitors, clients, and contractors, ensuring they are welcomed and announced appropriately
* Manage visitor sign in and front door security, reporting any suspicious activities
* Handle incoming calls, directing them to the appropriate person or taking messages as necessary
* Oversee the reception area's cleanliness and organisation, including meeting rooms and break-out areas
* Control meeting room calendars and arrange meeting room setups and catering
* Manage office supplies, stationery, kitchen and weekly perishables replenishment
* Maintain records of office expenses and purchases, and coordinate with couriers and 3rd party services
* Perform various administrative tasks such as filing, mail distribution, email correspondence, HubSpot, and updating digital records (e.g., contact lists, birthday calendars, courier logs)
Building/Facilities Management
* Act as the main point of contact for building occupants, ensuring the smooth operation of the building
* Monitor and maintain the building's condition, equipment, and resources, scheduling and overseeing regular maintenance checks
* Oversee professionals for repairs and maintenance, ensuring work is completed satisfactorily
* Generate quotes for repair and maintenance works and maintain records of building tenants and staff access
* Coordinate communications between building occupants and contractors/3rd parties
* Respond quickly to emergencies and maintain good relations with building tenants and service providers
Health, Safety, and Environment
* Ensure compliance with health and safety policies, maintaining a safe environment (e.g., lighting, lift, signage, PAT tests)
* Assist in emergency plans and evacuation procedures, oversee security, fire prevention, and other safety systems
* Maintain health and safety items (e.g., firefighting equipment, signage, First-Aid boxes) and liaise with cleaners on upkeep
IT Service & Communication Support
* Help to resolve printer issues and liaise with external engineers
* Check and troubleshoot audio visual equipment for meetings
* Assist staff and freelancers with IT issues, log technical issues with IT support, and manage email accounts and mobile devices
* Manage building fob access control system
Operational Admin Support
* Schedule appointments and meetings, assisting with onboarding and off boarding processes
* Source gifts for staff events, help with venue sourcing for parties, and procure branded clothing for events
* Review maintenance reports and invoices for finance
Qualifications
* Strong organisational and multitasking skills
* Excellent communication and interpersonal skills
* Knowledge of health and safety regulations
* Basic IT support skills
Seniority level
Not Applicable
Employment type
Full-time
Job function
Administrative
Industries Events Services
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