Receptionist

Reporting into the Instant Community Manager, this role is responsible for supporting the provision of client focused service in their building through the application of policy and best practice. Located in the city of London, this role supports workplace delivery for one of our key strategic clients.

Key Responsibilities:

• Ownership and responsibility for a total Workplace delivery within the building using the Instant/ helpdesk and the wider Workplace network.
• To provide support for Haleon Workplace teams within the building.
• To assist the community Manager in delivering a seamless service in conjunction with any service providers.
• To support in ensuring the office working environment and workplace services supporting the business achieve financial and qualitative standards, meet customer expectations, and are continually improved.
• To operate as the local “eyes and ears” of the workplace team bringing any areas of improvement or issues to the Community Managers attention.
• To encourage a self-help ethos within the business and ensure that all Workplace related incidents are logged via the Instant FM/Here to Help Helpdesk
• As a Community Host, you are responsible for supporting the safety and security of all building and Haleon office users

Strategy and Direction

• Responsible to the local Community Manager in ensuring that the Instant business plan, policy and initiatives are delivered in the local office.
• Support delivery, bringing any ideas of improvement or issues with the following services to the relevant manager’s attention: catering and vending, reception and client services, maintenance, cleaning, records management, print device availability and stationery.
• To log any issues promptly with the Helpdesk, owning the ticket through to a successful and timely resolution.
  
  

Deliver and Support Directly Managed Services

• Ensure that Instant team etiquette is always followed by yourself and the wider team
• Daily housekeeping of communal areas, collaboration spaces, internal meeting rooms, desking and post
• Floor walk around your building every day, checking for safety issues and poor working practices
• Assist with meeting room diary management
• Resetting of meeting rooms in conjunction with Day Janitor
• Arranging hospitality as required
• Delivery of basic hospitality into meeting rooms
• Sorting and distributing of mail in line with Standard operating processes.
• Booking couriers

Weekly responsibilities

• Housekeeping vending and kitchenettes
• Support, coordinate, plan and undertake staff H&S inductions
• Support induction for new starters and people who transfer using agreed H&S materials.
• Support and complete third-party contractor inductions.
• Booking couriers, distribute and frank post as required
• Stationery purchasing
• Stock control

Monthly responsibilities

• Support the local Community Manager to submit monthly Health and Safety returns
• Review and update noticeboards and signage as required including;
• Health and safety signage
• Office first aider contacts
• Fire safety
• Attendance to cleaning Audit

Ad-hoc tasks and responsibilities

• Fire warden duties
• First aiders duties
• Supporting the Community Manager by submitting and investigating accidents, incidents, ill health and near misses
• Contractor management
• Supporting the completion of Ad-hoc risk assessments
• Health and safety

Business Continuity

• Support the Community Manager in managing an incident
• Support the Updating of local office and regional information as and when required
• Awareness of the Haleon Escalation procedure
• In the event of an incident occurring out of hours, you may be expected to support in the management for your local office

Security management

• Coordinate with the onsite security to management passes.
• To report incidents to security as appropriate.
• To advise individuals to secure attractive items including laptops in accordance with the firm’s instructions.
• Access Control Management (where applicable).

Relationship Management and Communication

• Attend periodic team calls
• Attend H&S training and update calls
• Attend office meetings and office events
• Develop relationships to build networks with key individuals within your office
• Actively seek feedback and walk the floors daily
• Develop knowledge to act as a signpost for internal client queries. An escalation point for third party delivered services.
• Build relationships with our internal client base.
• Escalate common serviced areas to Building management, keeping them always informed and agreeing actions with them.

Key Skills and Experience

• Ability to operate calmly under pressure and manage competing priorities
• Strong customer focus and influencing skills
• Strong personal awareness and credibility.
• Strong communication skills (oral/written)
• Ability to develop good working relationship management
• An understanding of continuous improvement
• Enthusiastic, committed and determined
• Sense of humour and an eye for detail
• Willingness to roll up sleeves and make it happen
• Ability to lead by example
• Striving to improve the service offered with proactive approach to service delivery and client satisfaction.

• Knowledge and understanding of the health and safety relevant to the office inc. Fire, First Aid DSE, and Accident reporting.
• Demonstrable ability to work independently and as part of a team
• A general awareness of workplace services and operations
• Good IT skills and ability to use application-based software
  
  

About the company

We are The Instant Group, now part of IWG, where work gets smarter—for employees, businesses, and the planet. As the world’s largest flexible workspace provider, we connect over 250,000 organisations with office space, coworking memberships, virtual offices, and meeting rooms. We deliver market-leading data, expert consulting in portfolio strategy, procurement, and sustainability, and empower 20,000+ landlord, operator, and investor partners to capture flex demand and boost asset performance.

With global clients like Prudential, Booking.com, Shell, Jaguar Land Rover, GSK, and Hines, our teams operate across virtual and physical offices in London, Paris, New York, Hong Kong, Singapore, Sydney, and beyond.

Join a dynamic business named one of the Best Places to Work in Property, and featured in the Sunday Times HSBC International Track 200. Build your career where innovation meets opportunity—and help shape the future of work.

Carbon Neutral Workplaces
IWG’s purpose of helping everyone have a great day at work, while protecting people and the planet is at the heart of everything we do. We are proud to supply all of our customers worldwide with carbon neutral workplaces, and we have a strong climate action plan in place to help us achieve our objective of Net Zero emissions by 2040.

Leading Employer Award
IWG is proud to be the recipient of a Leading Employer Award in both 2022 and 2023. Awarded exclusively to the top 1% of employers, the accolade is testament to our diverse global workforce and the role everyone plays in bringing our purpose, culture and values to life, every single day.