Reception Host

PROception are offering an exciting opportunity for a customer service professional to join our expanding team.

The Receptionist is responsible for providing a professional, friendly, and efficient front-of-house service to all employees, visitors, contractors, and customers. Acting as the first point of contact for the site, the role is key in creating a positive visitor experience while supporting the day-to-day operation of the facilities function

The holiday entitlement is 28 days including bank holidays.

This is a permanent, part-time customer facing role and we are seeking a reception host who can provide reception cover within one of our prestigious properties within the Alba Campus, Livingston, Edinburgh.

The hours of work are Monday - Friday, 12:30pm - 17.00pm (22.5 hours) and the role pays £14.12 per hour.

The holiday entitlement is 28 days including bank holidays.

At PROception, we not only offer a seamless welcome, we bring the amalgamation of 3 key disciplines: Reception, Concierge and Security.

Main duties and responsibilities:

Key Responsibilities

Front of House Management

• Greet and welcome all visitors, guests, and contractors in a professional and courteous manner.
• Manage visitor sign-in processes and issue visitor passes in accordance with site security procedures.
• Ensure all visitors are appropriately escorted and inducted where required.
• Maintain a clean, presentable, and professional reception area at all times.
• Answer and direct incoming telephone calls and emails promptly and professionally.

Facilities Administration

• Raise, monitor, and close facilities work requests through the site management system.
• Support the Facilities Team with administrative tasks, reporting, and document management.
• Manage meeting room bookings and ensure rooms are prepared for meetings and events.

Contractor & Visitor Management

• Support contractor arrivals and departures.
• Maintain site visitor and contractor records ensuring compliance with company procedures.
• Support the management of temporary access cards, keys, and security systems.

Customer Service

• Respond to employee queries and requests in a timely manner.
• Provide support and guidance regarding site facilities and services.
• Escalate issues appropriately to the Facilities Manager or relevant department.
• Build positive relationships with internal staff, service partners, and visitors.

Health, Safety & Compliance

• Ensure compliance with site security, health and safety, and emergency procedures.
• Assist with fire evacuation procedures and maintain visitor accountability records.
• Report hazards, incidents, and near misses promptly.
• Ensure that all relevant facilities suppliers maintain valid insurance coverage, and that current insurance certificates are obtained, reviewed, and appropriately filed.

Facilities & Finance Administration

• Raise and submit purchase requisitions line with company procurement procedures.
• Track purchase orders and monitor approval workflows to ensure timely processing of supplier requests.
• Maintain accurate records of all purchase orders, invoices, and supporting documentation.
• Produce administrative reports and financial trackers as required by the Facilities Manager.
• Ensure financial requests are submitted accurately and in accordance with company compliance requirements.

Skills & Experience

Essential

• Previous experience in a Receptionist, Front of House, Customer Service, or Administrative role.
• Excellent verbal and written communication skills.
• Strong organisational and time management abilities.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Teams).
• Ability to prioritise workload and work independently.
• Professional and approachable manner.

Desirable

• Experience working within a facilities management or corporate office environment.
• Knowledge of visitor management systems and work order systems (e.g., Coupa, ServiceNow, CAFM systems).
• Experience supporting contractor and visitor management processes, including site access control, induction administration, and sign-in/sign-out procedures

Personal Attributes

• Friendly and welcoming personality.
• Professional appearance and conduct.
• Strong attention to detail.
• Reliable and dependable.
• Proactive and solution-focused.
• Able to remain calm under pressure.
• Excellent team player with a customer-focused approach.

To be eligible for this role you must have all the following listed below:

• Professional, highly driven, enthusiastic, proactive, self - motivated team player
• Ability to provide 6-star customer experience - this must be demonstrated at interview stage
• Previous experience in a customer service facing role
• A valid front-line SIA door supervision licence is preferable but not essential
• Excellent interpersonal skills and the ability to interact with people at all levels
• Immaculate presentation
• Holds a naturally friendly personality with an honest smile
• Clear, concise and confident communication skills which are customer service orientated
• Always maintain and practice a high degree of confidentiality
• 5 years of verifiable work history
• Valid UK driving licence required