Receptionist & Facilities Co-ordinator

Job Purpose

We are looking for a part-time Receptionist & Facilities Coordinator for RWS Sheffield. It is a community-oriented office located in the heart of the city centre. A central city hub for key teams, large meetings, and events. Our office is lively, motivating space that reflects RWS’s values and commitment to top-tier service.

This is a part-time position with working hours 8:30 am till 1:30 pm (Monday-Friday). The role is permanent with security and a full benefit package.

Job Overview

Key Responsibilities 

• Ensuring the smooth running of the reception. This includes Supporting staff with any facilities needs.  Including visitors, meeting room bookings, events, travel, and general facility’s needs.
• Switchboard – receiving/making calls, call screening & routing via Teams.
• Assisting the Lead Receptionist on an ad-hoc basis.
• Morning general reception procedures/emails. This includes starting coffee machines, opening blinds, ensuring all cupboards are stocked and any ad/hoc tasks for visitors and events are completed.
• Making sure all staff are aware of the H&S procedures of the office and championing a high compliance standard for the office. This includes new starter facilities inductions, first aider, fire warden, fire safety checks, fire lists and accident reporting.  Attending Health and Safety training courses where applicable to accommodate in-house requirements.
• Ensuring a high security standard is met – Net 2, access fobs and key cards, organising daily evacuation check in lists, signing in visitors, working with external security firm when needed.
• Co-ordinating facilities requests/contractors.
• Booking meeting rooms/accepting meeting room bookings via Outlook, preparing meeting rooms ahead in line with number of attendees expected and organising catering for meetings if needed.
• Booking couriers and postal services where applicable.
• General maintenance –ensuring and monitoring the tidiness and cleanliness of the office making sure the office looks its best throughout the day.
• Admin duties – inputting staff timesheet corrections, contacting vendors to ensure their documents are kept up to date and helping both staff and the lead receptionist on an ad/hoc basis.
• Help to plan and organise office events for staff and visitors. And be able to stay outside their required hours on occasion to help host these events.
• The Sheffield office has strong ties with local charities, this role will include organising our twice-yearly in-house office charity fundraisers and coming up with ideas for smaller events that benefit both our staff and chosen charities.

Skills and Experiences

• Have a strong work ethic.
• Be passionate and motivated to improve the office and ensure it remains a welcome, clean, and friendly place for staff to work.
• Have initiative and confidence to carry out tasks and find tasks during quiet periods.
• Understand responsibility and role in the office.
• Have some experience of customer service, admin and be confident to deal with ad/hoc tasks (will be a plus)
• Have flexibility with work hours when needed (notice for this will be given 2 weeks in advance)

Life at RWS

Life at RWS - If you like the idea of working with smart people who are passionate about growing the value of ideas, data and content by making sure organizations are understood, then you’ll love life at RWS. 

Our purpose is to unlock global understanding. This means our work fundamentally recognizes the value of every language and culture. So, we celebrate difference, we are inclusive and believe that diversity makes us strong. We want every employee to grow as an individual and excel in their career. 

In return, we expect all our people to live by the values that unite us: to partner, putting clients fist and winning together, to pioneer, innovating fearlessly and leading with vision and courage, to progress, aiming high and growing through actions and to deliver, owning the outcome and building trust with our colleagues and clients.

RWS embraces DEI and promotes equal opportunity, we are an Equal Opportunity Employer and prohibit discrimination and harassment of any kind. RWS is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at RWS are based on business needs, job requirements and individual qualifications, without regard to race, religion, nationality, ethnicity, sex, age, disability, or sexual orientation. RWS will not tolerate discrimination based on any of these characteristics. 

RWS Values 

Get the 3Ps right – Partner, Pioneer, Progress – and we´ll Deliver together as RWS.

Recruitment Agencies: RWS Holdings PLC does not accept agency resumes.  Please do not forward any unsolicited resumes to any RWS employees.  Any unsolicited resume received will be treated as the property of RWS and Terms & Conditions associated with the use of such resume will be considered null and void.