Vacancy Title
Front of House Administrator / Facilities Coordinator
Business Unit, Department & Location
GVA Acuity
Helaba, London

Overall Purpose of Job


A key member of the Administration and Facilities team, assisting the Facilities Manager with the organisation and management of the front of house services as well as the day to day running of the facilities, reception, administrative support and Supervision of building suppliers on behalf of our Client Helaba. Providing a consistently excellent reception service for the organisation, including welcoming visitors, booking meeting rooms and acting as central information point. To carry out a range of administration tasks to support the organisation and the Client.


Main Duties, Responsibilities & Accountabilities


  • In the absence of AFM to manage the facilities management and issue access passes to staff members/contracto
  • To provide management and ownership of the front of house and delivering a first class reception service to all visitors and staff at Helaba.
  • To manage internal and external meeting room booking requests, including room set up arrangements and caterings according to the staff requirements.
  • To take proactive approach to visitor management, establish and maintain effective working relationship with all staff and contracto
  • Build and maintain a current, working knowledge of all policies, procedures, systems and developments, as well as general information, in order to be able to provide staff and visitors with information as required, including details of procedures for making complaints
  • To adhere to GVA Acuity and Helaba company standa
  • To monitor your working environment and report any issues to Facilities Management/Service-desk.
  • To deal with receiving incoming phone call and update internal telephone list on a monthly ba
  • To ensure the reception folder is up to date.
  • To Manage BluePoint Visitor Sign-in system and liaise with Front of House to ensure visitors/contractors are booked in and have access to car park.
  • Adhere to all Safety Health and Environment procedures to ensure that you do not endanger yourself or others in your working environment. Manage/report any HS&E issues as required.
  • Build and maintain a current, working knowledge of all policies, procedures, systems and developments in relation to Health Safety and Environment relating to the role of the receptionist. In the event of the fire alarm sounding and in the absence of the Assistant Facilities Manager to act as their Deputy.
  • Production of performance and operating results to clients where requi
  • Undertake any other duties, appropriate for the post, as directed by the Assistant Facilities Manager.
  • To assist in managing GVA Helpdesk requests, assigning FM tasks and closing the jobs accordingly.
  • Manage postal duties, franking of outgoing mail/courier services as required.
  • In the absence of an AFM, to ensure all Facilities reported issues are logged and commented on.
  • Stock control of all catering supplies and re-order when the stock is low.
  • To be responsible of the travel management duties, by assisting and booking travel including: flights, hotels, trains and taxis, in a professional manner.
  • To manage internal and external postal and deliveries procedures.


Skills Requirements



  • Experience of providing a reception service, quality customer services is essential. The post holder should also have good communication skills, administration and IT skills, an enthusiasm for working with people, and a flexible approach to work.
  • Excellent IT Skills, including Microsoft Office & Outlook.
  • 1 – 3 years previous experience in a similar environment.
  • Experience in assisting Facilities Management in an administrative and coordinator capacity.
  • Communicative knowledge of German language preferred.


Planning & Organisation

  • Good problem solving skills.
  • Ability to prioritise workload.
  • Excellent attention to detail.
  • Ability to meet deadlines.



  • A good level of written and verbal skills.
  • Excellent IT and communication skills.
  • Well-presented and punctual.
  • Maintaining confidentiality of information


Teamwork and Leadership

  • A good team player.
  • The ability to put team and Client objectives before personal objectives and other considerations.
  • Supports and trains others.


Customer Focus

  • Ability to build relationships, internally and externally.
  • Highly Customer and Client Focused.
  • Professional telephone manner.



  • 5 GCSE’s or equivalent.


GVA are an equal opportunities employer.

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