Job Vacancy

To act as the first point of contact for visitors and callers, providing an exceptional front of house service that reflects the companies’ professional standards and values. This role ensures a smooth, welcoming experience for all members, guests, and staff, while maintaining the efficient day-to-day running of the reception area, meeting rooms, and shared facilities.

The Front of House Assistant supports the Office Manager in the coordination of office supplies, venue operations, and event logistics.

Key responsibilities

Reception and Front of House

• Greet and welcome all visitors and staff in a professional and courteous manner.
• Manage the sign-in system for visitors and staff, ensuring accurate logs for safety and compliance.
• Answer incoming calls promptly and professionally, directing them appropriately or taking clear messages.
• Manage and resolve general front-of-house queries or visitor issues.
• Direct guests to appropriate meeting rooms and liaise with staff regarding visitor arrivals.

Meeting and Event Support

• Support the Office Manager in preparing meeting rooms and event spaces, including room setup, catering coordination, and equipment preparation.
• Ensure coffee lounge and meeting areas are clean, tidy, and fully stocked.
• Order and set up catering for meetings, courses, and events.
• Provide on-the-day support for training courses, including clearing refreshments and resetting rooms.
• Arrange accommodation for visiting trainers or speakers when required.

Office and Facilities Support

• Monitor and order stationery, janitorial, and kitchen supplies as required.
• Oversee the maintenance of shared spaces, ensuring they are tidy and well presented.
• Manage the franking, sorting, and internal delivery of mail and parcels.
• Maintain coffee machines, dishwashers, and office plants.
• Support with building enquiries, bookings, and confirmation communications.
• Ensure any facilities issues are promptly reported and resolved.

Customer and Staff Support

• Provide assistance to visitors requiring special support or accessibility accommodations.
• Keep staff informed of parking limitations and visitor volumes.
• Assist with ordering membership referral vouchers and event merchandise.

Key skills/competencies/behaviours

• Calm and confident telephone manner and excellent interpersonal skills.
• Professional and approachable front-of-house presence.
• Excellent organisational and multitasking ability under pressure.
• Strong attention to detail and a proactive, “can-do” attitude.
• Reliable team player with the ability to work independently.
• Proficient in Microsoft Office Suite and general IT systems.

Key experience/education

• Experience in a reception, front of house, or customer-facing administrative role
• Proven track record in providing high-quality customer service.
• GCSE Grade C / NVQ Level 3 qualification or equivalent.

Additional Information

This is a 12-month fixed-term maternity cover role, offering a key opportunity to contribute to the smooth operation of offices and event facilities. The position may require occasional flexibility in hours to support early or late meetings and special events, with notice provided in advance.

BENEFITS:

• Support to study professional qualifications to support your CPD
• Aviva Pension – company contributes 6%
• Annual bonus scheme of up to 10%

HOURS OF WORK: (Mon- Friday) 25 hours per week – 5 hours per day

HOLIDAY: 24 days holiday and the offices are closed for 3 days over Christmas each year.

INTERVIEW PROCESS

• 1st STAGE – Telephone call/Teams
• 2nd STAGE – Face to face at the offices

Please do contact us for more information or visit our Linkedin page.