Facilities Assistant & Receptionist

Part-Time

We are looking for a passionate and dynamic Facilities Assistant & Receptionist to join our team in Edinburgh, Scotland. In this role, you will be responsible for facilitating the smooth and professional running of the office facilities by providing efficient, friendly and professional reception cover and ensuring that all facilities are well maintained and supported with budgets adhered to. You will work as part of a collaborative, international team, creating memories that last a lifetime for our clients and their customers.

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About the Team

Tour Partner Group is a leading DMC for the UK, Ireland, the Nordics and Baltics. We bring together more than 300 destination specialists, designing B2B travel for Groups and FIT. Along with our MICE division, HORIZONS by Tour Partner Group, we are the experts in creating authentic experiences and memories that last a lifetime.

We have offices in London, Edinburgh, Dublin, Copenhagen, and Phoenix. Our mission is to deliver personally tailored, authentic tours. Perfectly.

Your responsibilities

What will I be doing?

Ensure all office space is always maintained in a tidy and professional manner (including meeting rooms before and after meetings)
Meet and greet visitors on arrival in a friendly and professional manner, ensure they sign in and provide them with refreshments where needed
Screen all phone calls made to the office, coordinate phone calls to the relevant staff member and take additional messages and deliver to the relevant person
Manage and sign for all deliveries to the office and ensure that these are collected by the relevant person
Manage all incoming and outgoing mail and arrange couriers
Manage permits and visitor’s access
Issue access fobs
Produce weekly attendance report
Organise refreshments and catering for meetings as instructed
Manage meeting room bookings as and when required
Provide general administrative duties as and when required
Manage the ordering of all office supplies including consumables and stationery ensuring they are purchased at competitive prices and stocks are kept at acceptable levels
Ensure office is clean, tidy, safe and in good working order at all times. Keep on top of all issues regarding the office and follow up in order to ensure issues are resolved as soon as possible
Complete daily cleaning check and liaise with cleaning staff/manager to ensure cleaning standards are met/maintained
Ensure correct cleaning consumable are received and review quarterly
Ensure all additional cleaning services are carried out as scheduled and to a satisfactory standard
Buy milk for office ensuring stocks are kept at acceptable levels
Review and update the company Health and Safety policies in conjunction with HR
Ensure all Health and Safety policies and procedures are adhered to
Ensure we are fully compliant with all Fire and Health & Safety regulations and carry out risk assessments
Appoint and arrange fire warden and first aider training
Submit all facilities expenses monthly by the deadline of the 25th of every month
Checking and first approval of all facilities invoices
Maintain facilities contract spreadsheets and other facilities data
Maintain facilities folders and ensure reports are kept up-to-date
Manage and schedule all routine maintenances as per service agreements
Carry out contract/price comparisons as requested
Ensure all post/parcels are sent with the most cost-effective service i.e. Post Office or courier
Ensure Receptionist and Office Administrator handbook is always kept up to date
Complete annual Energy Savings Opportunity Scheme (ESOS) audit in coordination with Finance

Your profile

What skills do I need?

Fluency in English
Experience of working as a Receptionist and Office Administrator within an office based environment
Proficient user of MS Office especially Word, Excel and PowerPoint
First Aid/Fire Warden certified (ideal)
Ability to multitask, prioritise and work to deadlines
Attention to detail
Confident dealing with people at all levels]
Excellent organisational skills
Good awareness of Health & Safety at work
Proactive and flexible
Professional telephone manner
Strong communicator

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