Facilities Co-Ordinator / Receptionist

High Wycombe

Competitive Salary

Permanent, Part Time

We are looking for a professional and approachable Facilities Co-ordinator / Receptionist to ensure the smooth running of our Head Office to join us on a part time basis.

As the first point of contact for visitors and staff, you will provide a welcoming and professional reception service. Alongside this, you will take ownership of facilities coordination within our Head Office building, ensuring maintenance, compliance and supplier management are delivered efficiently and to a high standard.

This is a varied and hands-on role that requires excellent organisational skills, strong communication, and the ability to manage multiple priorities.

The role is based at our Head Office in High Wycombe town centre, working 3 days per week, :30, Monday, Tuesday & Wednesday.

Key Responsibilities

Reception & Front of House

• Greet visitors, manage sign-in procedures and provide refreshments
• Handle incoming calls, emails and enquiries professionally
• Manage meeting room bookings and catering arrangements (including Board meetings)
• Coordinate couriers and manage incoming deliveries
• Manage stationery orders and office supplies
• Process post (incoming and outgoing) including franking
• Raise purchase orders and liaise with Accounts Payable
• Maintain a tidy, professional reception and communal areas
• Support car park management and maintain accurate records

Facilities Coordination

• Act as the main point of contact for building maintenance issues
• Liaise with contractors and service providers (cleaning, security, alarm systems, PAT testing, fire systems, etc.)
• Maintain contractor schedules and ensure servicing and compliance checks are up to date
• Conduct regular internal fire alarm testing and emergency checks
• Ensure first aid and fire marshal compliance in partnership with the H&S team
• Monitor legionella testing, emergency lighting, fire extinguishers and alarm servicing
• Review supplier contracts to ensure best value and timely renewals
• Maintain accurate compliance and maintenance records
• Support out-of-hours access for planned maintenance when required

Business Support

• Book cost-effective travel and accommodation
• Provide administrative support to HR and other departments
• Assist with company credit card reconciliations
• Order sundry items and office/kitchen supplies
• Arrange staff gifts or flowers as appropriate
• Provide ad hoc support across the business when required

We are looking for someone who is:

• Positive, confident and approachable
• Calm under pressure with the ability to multitask
• Highly organised with strong attention to detail
• Professional with an excellent telephone manner
• IT literate (Microsoft Office essential)
• Proactive and solution-focused
• Punctual and reliable
• Well-presented with a smart appearance

Fire Warden and First Aider training (or willingness to undertake training) would be advantageous.