Job Details

Location: Support Office, LE19 1SU

Type of Role: Full - Time

Hours: 37.5 hours per week

Salary: £24,500 plus basic benefits

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*Monday – Friday 7:30 – 16:00 (Possibly 08.30 – 17.00)*

Summary:

As part of our small, friendly head office Property Team, you will provide a professional receptionist service, whilst supporting Facilities and Maintenance administration support across the Topps Group estate portfolio.
You will support the day-to-day operation of the Facilities and Maintenance Helpdesk, providing vital telephone support to all of our sites when required.

The Role:

Maintain a positive, professional, and friendly company image by acting as the first line of contact to colleagues, visitors, customers, and vendors in person and via the telephone.
Ensure all visitors are fully briefed on all procedures and conditions of entry to the site.
Maintain accurate records of visitors to site and escalate any issues to the Facilities & Maintenance Manager.
Maintain colleague information notices to ensure all information is current, consistent and legible.
Support the Facilities and Maintenance Helpdesk function when required and ensure standards for delivery of service are maintained.
Take requests from sites, stores, Area Managers and Regional Managers relating to property issues, assess problems and advise callers of proposed actions/remedies and timescales. Maintaining accurate records at all times.
Obtain quotes for work which does not fit into standard facilities maintenance and/or exceeds budget mandates and on receipt of quotes, in liaison with colleagues, choose most cost-effective option.
Maintain accurate records of supplier/contractor background information, terms of engagement and charge rates.
Monitor progress and completion of works through liaison with contractors and colleagues via the Facilities & Maintenance Helpdesk system.
Process all relevant documents received from contractors and make sure they are entered onto the Facilities & Maintenance database to ensure up to date records are available.
Liaise with Facilities and Maintenance to ensure all relevant documentation is maintained, available on request and maintenance works are completed to meet company requirements, general compliance and current legislation.
Support the Property Department with any required administration tasks.
Manage the day to day incoming and outgoing post systems.
Manage the ordering of stock for colleague vending machines.

Essential

Experience of working in a professional receptionist position.
An interest in and willingness to learn about facilities management & maintenance.
Ability to learn the company’s objectives, operating and reporting structures.
Excellent communication skills with good telephone and email manner.
Good IT skills.
Understanding of financial aspects of the work.
Ability to prioritise and handle difficult situations.
Good organisation skills and diligence in record keeping.
The aptitude to balance taking the initiative and seeking guidance.
Excellent team player - This role is within a small team and it is essential that everyone can work together and provide cover and support where needed.
Ability to work under pressure.