Reception & Facilities Assistant

Company Description

At Informa, no two days and no two people are the same, and you'll find the freedom, opportunity and support of a fantastic community to make a real impact. We’re an international business that connects specialists with knowledge, helping them to learn more, know more and do more through live and on demand events, digital and data-driven services and academic research.

We are home to over 10,000 colleagues across 30 countries and are a member of the UK’s FTSE 100 group of leading public companies. In Global Support, we provide expert guidance and hands‑on support to the Informa Group and Informa’s many business teams. Across tech, finance, legal, corporate development, HR, communications, operations and many other areas, we work collaboratively and flexibly to help our brands serve their customers and help the company succeed.

As the team behind the teams, Global Support colleagues provide shared, efficient business services and function‑specific expertise to each of Informa's operating divisions, enabling our commercial teams to focus on their markets and customers.

You will be joining a friendly, vibrant team servicing the entire business, communicating with internal and external customers and being the first point of contact to all visitors and colleagues alike.

Colchester Shared Service Centre, UK

The Reception & Facilities Assistant at Informa Shared Service Centre is primarily responsible for delivering a proactive, professional and efficient service to enhance the colleague and visitor experience. This is a customer excellence orientated position, that is achieved through frequent collaboration with internal service providers and vendors.

This is a full time, office‑based role, the purpose of which is to support the Facilities team in all activities from Front of House, Group Switchboard, Health & Safety and maintenance.

• Effective, efficient and polite call transfers using the Teams Switchboard.
• Provide a warm and informed welcome to all colleagues, guests and vendors on arrival into Informa.
• To support and enhance favourable bonds and connections with all colleagues through a positive attitude and demeanour.
• To be well presented and punctual in all areas of the role and responsibilities.
• To provide administrative support in all work requests related to FoH, Facilities and meeting room support. All requests to be fulfilled directly or through raising the work with the relevant support team. All recurring issues to be escalated to the Facilities Manager.
• General awareness of all key events taking place within Global Support offices to support event queries and production.
• Update the switchboard information and key contacts information through regular liaison with colleagues.
• Provide inventory management of first aid, stationery, catering and meeting rooms equipment.
• Gain an understanding of the Health & Safety requirements for the office environment and assist in carrying out record keeping and inspections, providing cover for the Facilities Manager during periods of absence.
• Liaison with housekeeping, horticulture, catering, vending, maintenance and security partners through daily visual checks of the office to ensure optimum office presentation, security and functionality. Occasional (as needed) liaison with the building management.
• Provision of an onsite mail and courier service based on the site operations manual and including recording, tracking, placement and comms. Collecting daily post and deliveries from the building reception.
• Creation and maintenance of appropriate signs and labels to support normal office operations. Signs to be filed centrally.
• Updating the daily entries for the building, security and housekeeping partners via maintenance of the Information Diary and visitor App.
• Checking the Facilities email account for voicemail messages from the switchboard or event enquiries.
• New starter set up and desk booking via Check In (Kahu).
• Updating KPI and occupancy figures in support of the Facilities Manager.
• Potential for regional exposure with the other Real Estate teams if required.
• Provide cover during…