Job Description

This role will be responsible for providing a professional and efficient Facilities Reception to an office in Weavers Court, Belfast. This role provides a strong customer focused facilities service on site in accordance with the contract specification and agreed service levels

Days: Monday, Tuesday & Thursday

Hours: 0800 - 1700

GENERAL:

Build and maintain strong, positive relationships with the Client, customers and vendors and the Building Management Team

Maintain and promote excellent and proactive customer service.

Comply with both FMS and Client policies, legislation, internal processes and Health and Safety procedures.

Liaise with Weaver Court Building Management Team and Security.

RECEPTION:

Answer incoming calls. Act as the primary office Point-of-contact for visitors, deliveries and inbound enquiries. Ensure all visitors, interview candidates and new staff to the office are badged appropriately and the host is contacted, ensuring Building Reception are also informed prior to the visit. Assist visitors with any ad hoc requests. Booking all meeting rooms through the Client meeting room system. Book taxis as necessary. Book catering / buffets and manage its delivery / removal. Regular staff and visitor badge communication and checks. Responding to emails to confirm the whereabouts of each badge, and allocation confirmation when required. Ensure incoming deliveries are processed in a timely manner to ensure that the office is kept clear and tidy. Sort incoming mail and deliver to addressee / department.

ADMINISTRATION:

Monitor and order office supplies. Sort and process outgoing mail collected and attend to recorded and special delivery mail. Prepare courier airway bills, prepare goods for dispatch as required and conclude end of day reconciliations. Assist with the management of all snack and drink stocks. Processing orders, receiving deliveries and keeping all records on the shared Facilities drive for visibility in the US. Order stationery for business as requested following Client procedures. Check deliveries and maintain sufficient stock levels. Ensure all photocopier and printer areas are stocked with paper and check machines regularly and refill with paper and any consumables (including toners).

FACILITIES MANAGEMENT:

Manage and liaise with suppliers such as cleaning contractors, couriers and office supplies vendors. Carry out daily office walks, log and follow up on any works required. Act as first point of contact and ensure all facilities requests and building maintenance / repairs are logged within the Helpdesk System and followed up to completion. Communicate and update all parties while and after requests have been completed. Carry out regular checks of meeting room within the office and ensure it is stocked adequately and correctly with the agreed items including technology equipment, remote controls, leads and cables. Act as Fire Warden and First Aider. Ensure all Kitchen areas are both clean and tidy. Carry out regular cleaning inspections. Keep site generally clean and tidy on a daily basis including proactively seeking opportunities to improve the business environment. Undertake any other office administration or facilities related tasks as required and within skill set, including working outside of normal working hours if necessary.
Job Types: Part-time, Permanent

Pay: 14.00-14.50 per hour

Language:

English (required)
Work Location: In person

Expected start date: 11/08/2025