Receptionist / Work Place Support

Dalkia have a fantastic permanent opportunity for someone to join their Glasgow based team in the role of Receptionist / Workplace Support on a part-time basis.

Reporting to the Facilities Manager, the post-holder will provide Receptionist cover, as well as assisting the team with a range of facilities support, administrative based duties, ensuring the provision of a safe, organised, and efficient workplace environment. You will play a critical part in maintaining smooth daily operations by providing hands-on support, managing space and resources, and ensuring compliance with safety standards.

You will also act as a crucial liaison between various departments, employees, and external stakeholders to facilitate clear communication and enhance the workplace experience for all.

Work Location: EDF Atlantic Quay in Glasgow

Working Hours: 25 hours per week, Monday to Friday 10am – 3pm.

Reports into: Atlantic Quay Facilities Manager

Direct Reports: None

Job Overview:

A Receptionist / Workplace Support (WPS) has an excellent customer focused positive personality with a flexible approach to the workplace, including supporting out of hours works as required.

They will ensure a safe, organised, and efficient workplace environment. This role is critical in maintaining smooth daily operations by providing hands-on support, managing space and resources, and ensuring compliance with safety standards.

Carrying out daily Setting to works alongside the AFM as directed. It is essential that the candidate has a good command of the English Language to ensure that the instructions are clear and concise.

Proactive behaviour in carrying out daily walk round to monitor all aspects of the FM delivery.

Also acts as a liaison between various departments, employees, and external stakeholders to facilitate clear communication and enhance the workplace experience for all. Once training has been provided, the Workplace Support will be expected to participate in setting contractors to work, including the induction process and checking RAMS.

There will also be the requirement to carry out ad-Hoc cleaning should the need arise. Potential support around high profile meetings which may include providing teas, coffee and other refreshments and, ensuring that area is clean following vacation of the room.

Main Responsibilities:

1. Safety and Compliance

• Ensure all safety protocols and procedures are adhered to within the workplace.
• Conduct regular inspections to identify potential hazards and enforce corrective measures.
• Report safety incidents, near misses, and provide recommendations for improvements.
• Maintain records of safety audits, equipment checks, and compliance reports.
• To support the AFM regarding compliance in collating and chasing for reports from the Landlord and other entities

2. Daily Operational Support

• Assist with the daily operational needs of the workplace, ensuring everything runs smoothly.
• Ensuring that meeting rooms are well equipped and operational prior to use.
• Manage office consumables such as fruit, tea, coffee and milk to make sure that there is a sufficient amount throughout the week.
• Provide immediate support for ad-hoc operational issues that arise during the working day.
• To be primarily located in Reception. Tasks will include welcoming visitors, issuing passes and booking visitors onto the Landlords access system. Also, booking deliveries through the Landlord loading bay app. as and when required.
• Assisting with EDF postal requirements

3. Communication and Coordination

• Act as the primary point of contact for addressing workplace-related inquiries from employees and stakeholders.
• Collaborate with the client and other members of the Dalkia team to ensure seamless communication across parties.
• Make sure that everyone is aware of the schedule for the day and ensuring that everything is in place to allow smooth running of the business.

4. Stakeholder Management

• Build and maintain strong relationships with internal stakeholders (e.g. Building Management Team, Security and Building Reception)
• Attendance at the monthly building management meeting and, taking minutes.
• Escalate workplace concerns to the AFM when necessary and follow up to resolution.

6. Customer Service

• Respond promptly to workplace-related queries, ensuring timely resolution.
• Provide support to employees and visitors, ensuring their needs are met.
• Manage the workplace helpdesk, ensuring issues are logged, prioritised, and resolved efficiently.
• Have a welcoming and happy demeanour, especially when working in Reception.

Key Competencies:

1. Effective Communication

• A good command of the English language is vital to convey information clearly, both verbally and in writing.
• Excellent listening skills to understand the needs and concerns of employees and stakeholders.
• Adapt communication style to different audiences, ensuring clarity and engagement.

2. Team Collaboration

• Work effectively with colleagues across departments to ensure workplace issues are resolved.
• Support a team-oriented environment by contributing to group efforts when necessary.
• Share information and resources with peers to promote a collaborative atmosphere.

3. Problem-Solving

• Proactively identify potential workplace issues and resolve them efficiently.
• Develop practical solutions for workplace challenges, considering long-term impacts.
• Make quick decisions when urgent operational issues arise, ensuring minimal disruption.

4. Adaptability and Flexibility

• Adjust to changing work priorities and handle multiple tasks simultaneously, especially around subcontractor attendance.
• Open to learning new systems, tools, and processes to improve operational efficiency.
• Demonstrate resilience in handling last-minute requests or changes in workplace operations.

5. Customer Service Orientation

• Maintain a positive and helpful attitude when interacting with employees and stakeholders.
• Focus on delivering high-quality service by responding to inquiries promptly and professionally.
• Understand the needs of employees and provide solutions that enhance their workplace experience.

6. Compliance

• Ensure that you are familiar with the compliance system and aware of what is required by working with the AFM.
• Able to contribute to the compliance calls with the client

Benefits

• 25 days holiday increasing with length of service, plus Bank Holidays + birthday off, + option to purchase additional 5 days
• Life Assurance
• Pension scheme
• Private medical insurance (after 1 year service)
• Employee recognition programmes which reward exceptional achievements
• Employee Referral bonus with generous bonuses for ‘referring a friend’
• The opportunity to use one working day per year volunteering to help the local community
• Flexible Benefits Scheme – including eye care voucher, store discounts for major retailers, salary sacrifice electric car vehicle lease scheme, personal IT equipment loans, impartial financial/savings guidance
• Company sick pay
• Access to wellbeing programmes
• Employee Assistance Programme – free, confidential 24/7 365 support on all lifestyle matters
• Full induction and training
• Smartphone and Tablet / laptop (where applicable for role)
• Uniform and PPE (where applicable for role)
• Access to our extensive career portal with career planner tool and online learning

At Dalkia, we are committed to equity, diversity, and inclusion. We ensure that every applicant is treated fairly and respectfully throughout our selection process. If you require any adjustments, please inform us in confidence. Our talent acquisition team is here to assist you.