Receptionist and Facilities Assistant

Salary: £29,500 per annum, plus company benefits

Location: Belfast, BT1 3BG

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday – Friday, 9am until 5:30pm with 1 hours unpaid lunch break

Work model: Fully onsite

Williams Lea seeks a Receptionist and Facilities Assistant to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role 

As the first point of contact for all visitors and callers to our client’s office, the Receptionist plays a key role in creating a positive and professional first impression. Responsibilities include greeting and assisting clients and guests, managing incoming calls, coordinating and preparing hospitality, and providing administrative support across the firm.

All tasks must be delivered to the highest standard, with a strong focus on exceptional customer service and attention to detail. The ideal candidate will be personable, approachable, and confident in building rapport with a wide range of people. They should demonstrate the ability to manage urgent requests calmly and efficiently, while effectively prioritising and multitasking in a busy front-of-house environment.

This is a shift-based role, so a flexible and adaptable approach to working hours is essential.

Key responsibilities 

Greet clients and visitors to the office with warmth and professionalism. Notify employees of visitor’s arrival when necessaryMeeting, greeting, and welcoming visitors and clients on-site within compliance of the clients security policy, building operating requirements and Health and Safety RegulationsEscort all clients to meeting rooms, offer refreshments and offer to look after client coats and luggageMaintain visitor logs and provide visitor badgesPerform meeting room checks at start of day and throughout the day, meeting room checks before each meeting and after meeting finished – ensure that all rooms are ready for client use at highest standardProactive ‘visual maintenance’ of meeting rooms, communal areas, staircases, coffee points and copy areas, engaging with the Facilities Team as appropriate to ensure of completion of all jobsLiaise with the Finance team to raise purchase orders, follow up on outstanding invoices, and carry out other finance-related administrative tasks to support the Facilities functionExternal and internal call and email handling including taking and passing on accurate messagesManage the visitor process for all clients visiting staff, including direct liaison with visitors or their PAs to coordinate travel, accommodation, restaurant reservations, meeting room or desk bookings, and support with event arrangements as requiredProvide proactive PA support to the client team, including managing expenses, processing invoices, coordinating travel arrangements, and undertaking any other reasonable administrative tasks as requiredAssist with the client event management programme, including liaising with event organisers, coordinating catering, communicating with vendors, raising purchase orders, and supporting other logistical aspects as neededLog helpdesk jobs/queries with FM contractors, follow up with requestor to ensure issues are resolved satisfactorilyMaintaining stationary stocks in the meeting rooms and storeroomsOrdering, organising and assisting with building and staff eventsPopulating data collection workbooksCarrying out the reception training for any cover team members and identifying ongoing training requirements and liaising with the Office Manager on the future training requirementsCross train with our Facilities team to provide cover as necessary.Raising any concerns about process, practice or incidents as appropriateActioning any reasonable task instructed by your line manager or Client Directors.Undertake and maintain certification in First Aid and Fire Warden training, ensuring readiness to act as a designated First Aider and Fire Marshal within the officeTo be knowledgeable of local transport information and amenities such as restaurants and entertainmentManaging incoming and outgoing post / deliveriesEnsure all Health & Safety requirements are maintained and followed by all staff, reporting any issues to the Facilities ManagerCompleting new joiner induction tours and Health & Safety presentations for all new client staffAssisting in completing DSE’s and maternity risk assessmentsWork overtime as required for weekend PPM’s and Events

Personal attributes

Receptionist/PA and Facilities experience is essentialA committed attitude and dedication to creating a memorable guest experienceFluent written and spoken EnglishExperience using email and Microsoft packagesAn energetic approach that shines through in your workA team focused attitudeA natural passion and desire to make every visitor smileExcellent personal presentationAdopts the company values – Teamwork, Integrity, Passion and SuccessIs innovative and can spot an improvement opportunityHas the ability to empathise and understand the customer’s needsHas exceptional communication skillsAppreciates and values each other’s differencesAlways considers the best interests of the company, colleagues and customerHas a diligent work ethic

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

25 days holiday, plus bank holidays(pro-rata for part time roles)Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.Life AssurancePrivate Medical InsuranceDental InsuranceHealth AssessmentsCycle-to-work schemeDiscounted gym membershipsReferral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com(we do not accept applications to this email address).

View our Privacy Notice https://www.williamslea.com/privacy-statement