Careers
Location:
Well-Safe Solutions, Aberdeen, though there may be a requirement to visit and work at other company locations or supplier’s premises as required.
The postholder must be able to attend our global headquarters in Aberdeen.
Job Type:
Permanent
Reporting Line:
The Receptionist & Facilities Co-ordinator will report directly to the Strategic Business Analyst.
Role:
As the first point of contact for all visitors, and receiving of incoming calls, provide a professional reception service, as well as carrying out administrative duties as required. Further, the receptionist will be required to ensure office facilities are fit for purpose and provide a welcoming and safe environment for staff and visitors.
Key responsibilities:
The Receptionist & Facilities Co-ordinator will be required to:
Reception duties include:
- Answer calls politely, and efficiently, redirecting as appropriate or taking messages.
- First point of contact to meet and greet visitors ensuring a professional and welcoming impression.
- Record visitor details, issue passes thereby ensuring the security of the building is maintained
- Managing the diaries of various meeting rooms and ordering catering supplies for meetings and employee events as required.
- Arrange taxis and couriers as required. Arrange incoming deliveries to be passed to employees promptly.
- Manage and distribute the email inbox for reception and info email accounts.
- Distribute weekly Duty Rota in conjunction with HSE and operations.
- Any other tasks within the competence of the role and jobholder.
Office Admin and Event Support include:
- Provide general admin support to various departments and executive team members as required e.g. diary management, printing, binding and scanning etc.
- Arranging travel for executive team and office-based operations team in line with travel requests – flights, accommodation, transportation
- Provide administrative support for expense processing
Facilities duties include:
- Focal point for management and co-ordination of all office facility requirements including maintenance, testing requirements, requests from building landlord, and monitoring and distribution of meter reading & waste management to relevant stakeholders
- Monitor and maintain office supplies including all stationery and office consumables ensuring adequate supplies are always maintained.
- Advise key stakeholders on measures to improve the efficiency and cost-effectiveness of office facilities
- Undertake weekly walk-arounds to facilitate proactive maintenance ensuring facilities are well-maintained
- Deal with facilities emergencies as they arise in a timely manner
- Forecast the office facility upcoming requirements in relation to increased headcount, overseeing desk allocation and always ensuring sufficient capacity
- Oversee any renovations, refurbishments, and building projects ensuring minimal/managed disruption to the business
- Adhere to the companies QHSE requirements
- In consultation with the Chief Legal Officer, manage building insurance, ensuring adequate and cost-effective coverage
- Manage annual facilities budget and associated expenditure in line with company processes
- Keep up to date and accurate documentation relating to the building maintenance and support with annual facilities audit
Key outcomes:
- Callers and visitors experience a professional and friendly welcome
- Administrative duties carried out accurately and efficiently
- All travel requirements are managed effectively
- All building and facilities comply with regulatory requirements and are maintained to the highest standard
- Office cleaning requirements are monitored and managed to ensure safe and healthy working environment
Limits of authority:
Full responsibility for all operational activities within the philosophies and constraints laid out in the job description.
The company reserves the right to amend or change the activities listed, taking into account the job holder’s qualifications and experience to enable the business needs to be met.
Knowledge & Competency:
Essential:
- A friendly, professional manner
- Good verbal and written communication skills with the ability to adapt to differentstakeholders
- Competent with full Microsoft suite of package
- Highly motivated, proactive, and willing to take on new challenges
- Able to work with minimal supervision
- Flexibility is essential
- Ability to work under pressure in a fast-paced environment, to various deadlines
- and manage priorities
- Always ensuring discretion and confidentiality
- Knowledge of relevant Health and Safety legislation
- Ability to work under pressure to resolve unexpected problems/challenges
- Excellent organisational skills
- Strong attention to detail
