Receptionist & Admin Support Assistant

Thomas Franks Limited

The Reception & Admin Support Assistant plays a vital role in ensuring the smooth day-to-day running of office operations across various locations. This position combines administrative support, and reception duties to provide excellent service to employees, visitors, and external partners. The role requires strong organizational skills, attention to detail, and a commitment to maintaining a professional and welcoming environment while ensuring compliance with health, safety, and security standards.

Key Responsibilities

Reception & Front-of-House Duties

· Represent and uphold OBG BU Group values in all interactions.

· Man the reception area, ensuring a professional, welcoming experience for employees, visitors, and external partners.

· Greet and assist visitors, including managing the sign-in and sign-out process.

· Assist with the handling of incoming and outgoing mail and deliveries, including unpacking and sorting.

· Maintain a tidy, organised, and presentable reception area.

· Act as the first point of contact for general office queries and redirect appropriately.

Administrative Support

· Maintain and update facilities management systems such as confluence and Share point.

· Create purchase orders, set up supplier accounts, and manage invoices for FM purchases.

· Ensure stationery supplies in cupboards and meeting rooms are regularly replenished.

· Provide non-IT related meeting room support as needed.

· Manage office supplies, equipment, and vendor relationships across international offices.

· Coordinate office services and ensure compliance with health, safety, and facility regulations.

· Regularly update and maintain company document formats and templates to ensure consistency and compliance.

· Review and improve administrative processes, suggesting and implementing efficiencies.

· Maintain accurate records, reports, and trackers for facilities management team.

· Respond promptly to facilities-related requests via the internal Jira system.

· Support onboarding and offboarding processes for new starters and leavers.

· Assist the Facilities Manager & facilities team members with tasks across both hub and non-hub locations.

Events & Meeting Support

· Plan, organise, and deliver in-house and external events.

· Order and set up food, beverages, and supporting documentation for meetings/events (menus, allergy info, finance paperwork).

· Assist with meeting room setups and report technical issues.

Physical Security

· Administer visitor management systems and procedures.

· Issue and manage employee, consultant, and supplier ID cards.

· Allocate and manage personal lockers.

· Ensure compliance with internal physical security requirements.

Health & Safety

· Act as a trained Fire Marshal and First Aider.

· Document and report accidents or incidents.

· Maintain compliance with health & safety regulations and ensure required training is completed.

· Conduct routine checks on First Aid supplies and other safety equipment.

Environmental Reporting

· Support with the collection and maintenance of data for environmental reporting.

Communication & Engagement

· Share office updates and information via intranet, email, and internal presentations in accordance with established facilities communication protocol.

· Draft and publish the Office Facilities newsletter.

Additional Responsibilities

· Assist with weekly facilities related inspections & checks.

· Record daily attendance of First Aiders and Fire Wardens in line with hybrid working.

· Provide ad hoc support for office-related needs.

Performance Measures

· Demonstrating OBG BU Group values in all responsibilities.

· Timely completion of mandatory training and compliance activities.

· Efficient handling of internal ticketing system requests.

· Successful delivery of assigned goals and objectives.

Qualifications

Your Experience

· Previous experience in administrative related duties

· Strong background in reception/front-of-house or office assistant roles.

· Proven administrative and organisational experience.

· Good IT skills inc excel, word and powerpoint

· Experience in customer service and stakeholder support.

· Previous involvement in event planning and execution.