Visitor Welcome Assistant

Pinnacle Talent Solutions is recruiting on behalf of a well-established organisation to fill an exciting Visitor Welcome Assistant position. This is a fantastic opportunity to join a team that values hospitality and creates a positive first impression for everyone who walks through the door.

If you're naturally friendly, organised, and someone who genuinely enjoys helping people feel welcome, this role could be perfect for you. You'll thrive in a position where your interpersonal skills and attention to detail make a real difference every single day.

The role is dynamic and people-focused. You'll be the first point of contact for visitors, contractors, and guests, managing everything from reception duties to coordinating access and ensuring the building runs smoothly. No two days are quite the same — you'll move between welcoming arrivals, managing the visitor log, handling enquiries, and supporting the wider office operation. It's a role that demands flexibility, warmth, and the ability to remain calm when things get busy.

About the Role

This position sits at the heart of the organisation's reception area. You'll manage the first impression visitors receive, handle administrative tasks with accuracy, and liaise with teams across the building to ensure everyone's needs are met. The successful candidate will be someone who takes pride in hospitality, communicates clearly, and can work independently while being part of a supportive team.

We're looking for someone with genuine customer service experience, excellent communication skills, and the ability to remain professional and welcoming under pressure. You should be detail-oriented, reliable, and comfortable with modern office systems. Above all, you'll be someone who sees hospitality as more than a job — it's a reflection of the organisation's values.

What You'll Be Doing

• Welcome and greet all visitors, contractors, delivery personnel, and guests warmly and professionally

• Maintain an accurate and up-to-date visitor log, capturing all necessary information and compliance requirements

• Manage the reception desk, answer telephone enquiries, and direct calls to the appropriate departments

• Issue visitor badges and access cards, ensuring security protocols are followed at all times

• Coordinate with internal teams to notify relevant staff of visitor arrivals

• Arrange and confirm meeting rooms or spaces as required

• Manage post and package arrivals, sorting and distributing to relevant departments

• Maintain the reception area to a high standard of cleanliness and presentation

• Assist with general office administration tasks and ad hoc requests from managers

• Handle basic IT queries and direct technical issues to the appropriate support team

• Support with events, open days, or special visits as needed

• Process visitor feedback and flag any concerns or compliments with management

• Cover reception during breaks and peak times to maintain service continuity

• Contribute to a positive and inclusive workplace culture through your approachable manner

What We're Looking For

You'll need proven experience in a reception, visitor management, or customer-facing role, ideally in a corporate, business services, or professional environment. You'll ideally bring:

• At least 2 years' experience in a reception, hospitality, or visitor management role

• Excellent communication and interpersonal skills, with warmth and professionalism

• Strong organisational ability and attention to detail

• Proficiency with Microsoft Office (Word, Excel, Outlook) and reception management systems

• Ability to multi-task and remain calm under pressure

• A professional appearance and commitment to representing the organisation well

• Reliability and flexibility, with the ability to adapt to changing priorities

• Knowledge of basic health and safety or security protocols in an office environment

Desirable Skills

• Experience with access control or security badge systems

• Familiarity with reception desk software or booking systems

• Knowledge of first aid or mental health awareness

• Experience in a similar-sized organisation or multi-building facility

Why Apply?

This is a role where you'll make a tangible impact on how the organisation is perceived from day one. You'll work with a supportive team that genuinely values hospitality, gain exposure to different areas of the business, and develop your professional skills in a stable, well-respected environment. It's an ideal role if you thrive on people interaction and want to progress in customer service or office management.

Benefits

• Competitive salary, dependent on experience

• Permanent, full-time position

• Generous paid annual leave plus bank holidays

• Workplace pension scheme

• Comprehensive induction and ongoing training

• Opportunities for career progression and skills development

• A supportive and collaborative team environment

• Access to employee wellbeing initiatives

Employment Details

Position: Visitor Welcome Assistant

Job Type: Permanent, Full-Time

Hours: 37.5 hours per week

Location: On-site

Salary: Competitive, dependent on experience

Reporting to: Office Manager

Equal Opportunities

Pinnacle Talent Solutions is committed to providing an inclusive and accessible recruitment process. We welcome applications from candidates of all backgrounds and are happy to discuss reasonable adjustments at every stage of the recruitment journey.

Pinnacle Talent Solutions is acting as a Recruitment Agency in relation to this vacancy.

Pay: £28,700.00-£37,000.00 per year

Benefits:

• On-site parking

Work Location: In person