Front Office Administrator & Receptionist

We are seeking a well-organised, professional, and friendly Front Office Administrator and Receptionist to manage the company's reception area and provide essential administrative support to the directors and team.

The successful candidate will be responsible for welcoming visitors, handling telephone calls and correspondence, coordinating meetings, maintaining office supplies, and ensuring that the reception, meeting rooms, coffee station, and kitchen areas are kept clean, tidy, and presentable at all times.

The role requires excellent organisational skills, a proactive attitude, attention to detail, and the ability to maintain a professional image in a busy signage and production environment.

Key Responsibilities

• Reception and Front Office Duties

  • Welcome and assist visitors, clients, suppliers, and business partners in a professional and courteous manner.

  • Answer and direct incoming telephone calls and take messages when required.

  • Monitor and respond to general email enquiries and distribute correspondence.

  • Receive and distribute incoming mail, deliveries, and courier items.

  • Maintain a neat, organised, and welcoming reception area.

  • Direct visitors to the appropriate departments or personnel.

  • Provide general information about the company and its services when required.

• Administrative Support

  • Provide day-to-day administrative assistance to the directors and management team.

  • Handle filing, document preparation, scanning, photocopying, and data entry.

  • Maintain office records, contact lists, and other administrative documentation.

  • Assist with preparing quotations, invoices, purchase orders, delivery notes, and other documents, where required.

  • Liaise with clients, suppliers, and internal departments to support the smooth running of daily operations.

  • Monitor stationery and office supplies and arrange replenishment when necessary.

  • Assist with scheduling appointments and coordinating internal communications.

  • Maintain confidentiality when handling company, client, and management information.

• Directors' Meetings and Meeting Room Preparation

  • Coordinate and schedule meetings for the directors and management team.

  • Arrange meeting rooms and ensure they are clean, tidy, and properly prepared before each meeting.

  • Prepare the meeting table, chairs, notepads, pens, and any required documents or presentation materials.

  • Arrange coffee, tea, water, and refreshments for directors, clients, and visitors.

  • Ensure refreshments are served or made available before and during meetings, as appropriate.

  • Check meeting room availability and avoid scheduling conflicts.

  • Clear and tidy the meeting room after meetings, returning it to a presentable condition.

  • Assist with other meeting arrangements, including visitor reception and follow-up administrative tasks.

• Coffee Station and Kitchen Upkeep

  • Ensure the office kitchen and coffee station are kept clean, hygienic, and organised throughout the working day.

  • Prepare and replenish coffee, tea, drinking water, milk, sugar, and other basic refreshments.

  • Keep coffee machines, kettles, countertops, sinks, and other kitchen equipment clean and in good condition.

  • Ensure cups, glasses, plates, cutlery, and other kitchen items are washed and stored properly.

  • Empty kitchen bins when necessary and ensure waste is disposed of appropriately.

  • Monitor kitchen supplies and inform management when items need replenishing.

  • Keep the fridge tidy and monitor food items in accordance with company procedures.

  • Ensure the kitchen and refreshment areas remain presentable for staff, directors, and visitors.

• General Office Coordination

  • Assist with the organisation of daily office activities and general administrative tasks.

  • Liaise with the production, design, sales, and installation teams when administrative coordination is required.

  • Assist in receiving samples, documents, and deliveries relating to signage projects.

  • Support the coordination of couriers, suppliers, and other service providers.

  • Report maintenance issues, equipment faults, or office supply shortages to management.

  • Carry out other reasonable administrative and front office duties as required by the directors.

Skills and Qualifications

• Previous experience in reception, office administration, or a similar role is preferred.

• Excellent communication and interpersonal skills.

• Good telephone manner and a professional, welcoming attitude.

• Strong organisational skills and the ability to prioritise tasks.

• Good working knowledge of Microsoft Office, including Outlook, Word, and Excel.

• Good written and spoken English; additional languages are an advantage.

• High level of attention to detail and accuracy.

• Ability to work independently and take initiative.

• Discretion when dealing with confidential information.

• A practical, hands-on approach to maintaining a clean, organised, and professional office environment.

Personal Attributes

• Friendly, approachable, and presentable.

• Reliable, punctual, and responsible.

• Proactive and willing to assist wherever necessary.

• Well organised and able to manage competing priorities.

• Service-oriented, with a strong sense of professionalism.

• Able to maintain a calm and helpful attitude in a busy working environment.