Receptionist & Facilities Administrator

We're looking for an enthusiastic individual, with effective interpersonal skills, to join our friendly and professional Facilities team in Jersey, as a Facilities & Reception Administrator.

You'll be responsible for providing proactive support to the Facilities Supervisor, assisting with all aspects of facilities management for the Jersey office.  Collaborative team working forms a key part of this role and this may at times include supporting colleagues with additional duties outside of the core responsibilities of the position.  

If you'd like to join our team, we'd really like to hear from you.

About the role

In this role you'll:

• Greet reception callers, and connect them with the appropriate Mourant representative

• Answer incoming telephone calls, diverting the caller to the appropriate Mourant representative or taking and delivering accurate messages

• Provide holiday/other absence cover

• Deal with internal and external document deliveries

• Sort and distribute incoming and outgoing post

• Act as Fire Officer for the Jersey office, as directed

• Ensure that the health and safety of employees is taken into consideration with the provision of furniture, equipment, heating, ventilation, lighting, toilet and refreshment facilities

• Ensure that new employees are provided with a security pass and regularly monitoring security pass use, to ensure the security of the building

• Co-ordination with secretaries and the outsourced archive provider to ensure appropriate storage, retrieval and destruction of documents in line with the firm's policy

• Order and maintain stationery and refreshment supplies, retaining delivery notes and invoices for processing

• Co-ordinate the repair/replacement of office equipment and furniture, obtaining quotations as required

• Report building faults to the landlord's agents and monitor progress of any issues

• Support activities in relation to the firm's commitment to environmental sustainability

• Assist with office moves as required. Some lifting and physical transportation of documents may be required (e.g. archive boxes, court bundles, moving crates etc.)

• Occasional out of hours work may be required

• Any other ad hoc duties or projects as requested by the Facilities Supervisor or the Head of Facilities Management

About you – essential requirements

• Proven ability to manage and prioritise workload in order to meet the needs of the business in an effective and timely way

• Demonstrable practical knowledge of facilities management activities

• Working knowledge of, and proficiency in, the main Microsoft applications

• Flexible, proactive and service oriented approach

• Professional interpersonal and communication skills, with the ability to successfully work as part of a team

• Appreciation for the importance of, and the ability to preserve confidentiality

• A full, clean driving license is essential

• Some lifting and physical transportation of documents may be required (e.g. archive boxes, court bundles etc.)

• Any other ad hoc duties as required