As our Receptionist & Facilities Assistant, you will often be first point of contact for the business – responding promptly to all incoming queries over the phone, email or in-person in a professional manner, responding to or directing as appropriate.
As our Receptionist & Facilities Assistant, you will:
· Welcome all visitors to COOMBES Head Office, providing exceptional customer service and following the arrivals process. Notify colleagues of visitor arrivals and escort/direct to the right place.
· Coordinate the booking of meeting rooms. Ensure meeting rooms are prepared/set-up for meetings.
· Source (from off-site) and prepare refreshments for visitors and internal and external meetings, as required.
· Process all incoming and outgoing post and deliveries, promptly distributing to the relevant person/team.
· Ensure all offices are stocked with sufficient stationery and office consumables at all times.
· Book accommodation, travel and other facilities as required by colleagues and in line with policy.
· Ensure excellent standards of presentation at the Petersfield offices (i.e. equipping, tidying, organising, plant care, etc.) to ensure a professional and welcoming environment. Liaise with, and periodically visit, satellite offices to ensure similar standards are replicated.
· Proactively liaise and collaborate with colleagues to ensure understanding of operations, consistency in practices in order to deliver a professional service.
· Coordinate the security and fire alarm systems at our offices, ensuring their functionality and routine testing, servicing, etc. Liaise with key holders and the alarm company to ensure out of hours cover is in place and kept up to date.
· Coordinate the Facilities tracker, logging tickets and arranging the necessary repair through the appropriate channels.
· Support with the organisation of keys, maintaining an up to date log of key holders and ensuring sufficient spares are held.
· Assist with the timely and efficient ordering, printing, issuing and monitoring of PPE to employees and external sub-contractors as requested.
· Assist in the monitoring, maintenance and issue of Blue Boxes (including fire extinguishers and first aid kits) and COSS bags.
· Proactively run general duties and errands on and off site, i.e. post office deliveries, key cutting, PPE/uniform collection, such as arranging flowers/cards/collections for colleagues, assisting with event organisation, etc.
· Complete other administrative and office duties as may reasonably be required, to a high degree of accuracy and quality.
To be successful as our Receptionist & Facilities Assistant, we would ideally like you to have the following:
· Experience in a similar position with comprehensive knowledge of office procedures and practices.
· Excellent customer service skills with proven ability to remain calm and professional when challenged.
· Excellent organisational skills and ability to prioritise
· Excellent attention to detail and works to a high standard
· Flexibility in your approach to work and willing to ‘muck-in’
· Good IT skills with experience using email, MS Word and Excel.
· Excellent written and verbal communication skills
· Confidence with a proactive approach
What can you expect from us?
· Competitive basic salary (reviewed annually)
· Annual bonus (based on company performance)
· Company pension scheme
· Training opportunities and support with personal/professional development
· Employee Assistance Programme – to support mental/physical health and provide legal/financial advice if required
· Access to online GP service for you/your family 24/7
· Rewards & discounts for retail/leisure & more
· Regular social events like our Summer Family Day & The COOMBESmas (Christmas) party
· Opportunities to support COOMBES Social Value objectives (community volunteering/fundraising, etc.)
COOMBES UK are a leading Arboricultural and Forestry Contractor, with over 20 years’ experience and expertise in the Forestry sector. We have forged a strong industry reputation, and we believe we have an unrivalled skill set and knowledge of Forestry work at all levels.
COOMBES play a key role within the Rail industry, providing a whole manner of off-track solutions, and minor civils works, in partnership with Network Rail and other major contractors.
Following recent, significant growth, we currently have some exciting projects underway in woodland management, timber harvesting, rail and civils works across the UK. We have a strong record of achievement and are committed to meeting the growing demands for safe and efficient delivery.
A family-run SME, we believe in working collaboratively and operating as one team. Our success is only achieved through the hard work, dedication and skill of our people. Operating with transparency and integrity in all that we do, we take responsibility for our actions, empowering and supporting each other to be the best, most authentic version of ourselves consistently.
Our commitment to diversity and inclusion
We are committed to creating an inclusive and diverse workplace where everyone feels valued and respected.
We welcome applications from individuals from all backgrounds and provide equal opportunities, whilst ensuring that all employees and applicants are treated fairly and with respect.
Even if you don't meet all the qualifications or have all the experience listed, we still encourage you to apply. You may just be the ideal candidate for this role, or suitable for future vacancies. We are always keen to speak with talented individuals with an interest in joining us here at COOMBES and look forward to hearing from you soon.
Agency Notice
We do not accept unsolicited CVs and will not be responsible for any fees relating to this. Please contact the Recruitment Team for further information.
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