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

Salary: £22,000-24,000 (Depending on experience)

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


  • 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.
  • 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.
  • Ensure that an exceptional level of service is maintained at all times to both reception areas, including contacting the meeting host.
  • To update internal telephone list on a monthly basis.
  • To ensure the reception folder is up to date.
  • To assist in managing GVA Helpdesk requests, assigning FM tasks and closing the jobs accordingly.
  • In the absence of an AFM, to be the first port of call for all facilities related issues and to liaise with the relevant contractors/suppliers to ensure that any Helaba works/services are carried out accordingly.
  • Manage postal duties, franking of outgoing mail/courier services as required.
  • 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 act as the Chief Fire Office for the fire evacuation procedure


Desired Knowledge, Skills and Experience


  • Competent user of Microsoft Office software, including, Word, Excel, PowerPoint and Outlook.
  • 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
  • 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.
  • 5 GCSE’s or equivalent
  • Experience in managing a team
  • Maintaining confidentiality of information
  • Professional telephone manner.
  • An understanding of the Facilities Management discipline and a basic understanding of building processes.

GVA are an equal opportunities employer.


Click here to download the Job Description.