Receptionist and Facilities Coordinator at RWS in UK-Sheffield

Job description

• This role is key to creating a positive workplace experience for employees, visitors and stakeholders at the Sheffield office. The role is full time with working hours of 08.30 to 17.00, Monday to Friday, with 1 hour for lunch.
• Acting as the first point of contact for the site, the role is responsible for coordinating workplace services, supporting facilities operations, maintaining a safe and compliant working environment, and ensuring the office operates efficiently and professionally.
• The role combines reception, workplace experience, facilities and event coordination and Health & Safety responsibilities, contributing to an engaging, productive and well-managed office environment that reflects the values and culture of RWS.
• Job Overview

Responsibilities

• Act as the primary point of contact for employees, visitors, contractors and external stakeholders, ensuring a professional and welcoming experience.
• Coordinate meeting room bookings and support the delivery of internal meetings, leadership events and client visits.
• Arrange catering, hospitality and workplace support services when required.
• Support the planning and delivery of employee engagement activities, office events and community initiatives.
• Coordinate facilities-related requests
• Coordinate courier, postal and delivery services for the office.
• Maintain relationships with suppliers and vendors and ensure relevant documentation is kept up to date.
• Support site security processes, including visitor management, access control systems, access cards and key administration.
• Maintain evacuation and occupancy records in line with business continuity and emergency requirements.
• Champion a positive Health, Safety and Wellbeing culture across the Sheffield office.
• Conduct routine workplace inspections and safety checks, escalating risks and hazards as appropriate.
• Coordinate Health & Safety activities including workplace inductions, emergency preparedness, fire safety arrangements and first aid provision.
• Maintain Health & Safety records, including training records, inspections, incidents, accident reporting and compliance documentation.
• Support internal audits, compliance reviews and the implementation of corrective actions where required.
• Maintain relevant Health & Safety training and qualifications necessary to fulfil the responsibilities of the role.

Requirements

• Previous experience in a reception, office coordination, workplace experience, facilities or administrative role.
• Excellent customer service and stakeholder management skills.
• Strong organisational skills with the ability to manage multiple priorities effectively.
• Bring a people-focused mindset and positive energy to the office every day
• Ability to work independently, use initiative and take ownership of responsibilities.
• Proficient in Microsoft Office applications, including Outlook, Teams and Excel.
• Have flexibility with work hours when needed (notice for this will generally be given 1-2 weeks in advance whenever possible)
• Experience with, or a willingness to learn: First aid at work (or equivalent) and fire marshal training or experience and financial reporting and monitoring in SAP Concur.

Skills

Required

• Flexibility with work hours when needed.