Reception & Helpdesk Administrator
Location
Brunswick Business Park
Reporting To
Operations Manager / Facilities Manager
Job Purpose
The Reception & Helpdesk Administrator is responsible for the day-to-day administration and operation of Brunswick Business Park. Acting as the first point of contact for tenants, visitors, contractors, and engineers. The role combines front-of-house responsibilities with helpdesk administration, diary management, meeting coordination, purchasing control, compliance administration, and coordination of mobile engineering resources.
Key Responsibilities
Front Desk, Reception & Meet-and-Greet Duties
- Act as the first point of contact for visitors, tenants, contractors, suppliers, and clients.
- Welcome visitors and provide a professional meet-and-greet service.
- Manage visitor sign-in procedures and issue visitor passes where required.
- Ensure reception and communal areas are maintained to a professional standard.
- Handle incoming telephone calls, emails, and general enquiries.
- Manage incoming and outgoing post, deliveries, and courier services.
- Provide administrative support to site management and visiting clients.
Meeting & Diary Management
- Organise meetings, site visits, and appointments.
- Minute internal meetings
- Manage meeting room bookings and ensure rooms are prepared for use.
- Coordinate refreshments and hospitality requirements when required.
- Maintain diaries and schedules for management and mobile engineering teams.
- Arrange internal and external meetings, including invitations and meeting logistics.
- Prepare meeting documentation, agendas, and distribute information as required.
Site Administration
- Support the day-to-day operation of the Brunswick estate.
- Assist with general office administration and document management.
- Maintain accurate filing systems, both electronic and paper-based.
- Coordinate office supplies and administrative resources.
Helpdesk Administration
- Log, allocate, and monitor maintenance requests through the helpdesk system.
- Ensure service requests are assigned to the appropriate engineer or contractor.
- Monitor open jobs and follow up to ensure completion within agreed timescales.
- Provide updates to tenants and clients regarding progress of works.
- Produce helpdesk reports and performance statistics as required.
Mobile Engineer Coordination
- Manage the diaries and schedules of mobile engineers.
- Allocate reactive and planned maintenance works efficiently.
- Liaise with engineers to ensure jobs are completed and closed correctly.
- Monitor engineer attendance and workload planning.
Tenant Liaison
- Respond to tenant enquiries professionally and promptly.
- Assist in resolving tenant issues and complaints.
- Maintain positive working relationships with tenants and site occupants.
- Communicate planned works, disruptions, and service updates.
Stock & Purchasing Control
- Manage stock levels for site consumables and maintenance materials.
- Raise purchase orders in accordance with company procedures.
- Monitor expenditure and maintain purchasing records.
- Liaise with suppliers regarding deliveries and pricing.
- Ensure stock inventories are accurate and up to date.
Compliance Administration
- Maintain statutory compliance records and documentation.
- Track certification, inspections, and maintenance schedules.
- Ensure compliance documentation is filed and readily accessible.
- Assist with audits and compliance reporting requirements.
Skills & Experience
Essential
- Previous experience in an administrative, reception, helpdesk, facilities, or customer service role.
- Strong organisational and diary management skills.
- Excellent communication and interpersonal skills.
- Professional front-of-house presentation and manner.
- Proficient in Microsoft Office (Outlook, Word, Excel, Teams).
- Ability to manage multiple tasks and priorities simultaneously.
Desirable
- Experience or Interest within facilities management or property management
- Experience using CAFM or helpdesk management systems.
- Understanding of compliance and maintenance processes.
- Experience coordinating engineers, contractors, and meetings.
Personal Attributes
- Friendly, professional, and approachable.
- Highly organised and detail-oriented.
- Customer-focused with excellent interpersonal skills.
- Proactive and able to work independently.
- Strong problem-solving abilities.
- Reliable and able to work under pressure while maintaining a professional attitude.
Working Hours
Full-time, Monday to Friday.
Salary
£24k-£25k
Pay: £24,000.00-£25,000.00 per year
Benefits:
- Free parking
- On-site parking
Work Location: In person
