Receptionist and Facilities Coordinator

About the role

This role is key to creating a positive workplace experience for employees, visitors and stakeholders at the Sheffield office. Acting as the first point of contact for the site, the role is responsible for coordinating workplace services, supporting facilities operations, maintaining a safe and compliant working environment, and ensuring the office operates efficiently and professionally. The role combines reception, workplace experience, facilities and event coordination and Health & Safety responsibilities, contributing to an engaging, productive and well‑managed office environment that reflects the values and culture of RWS.

Responsibilities

• Act as the primary point of contact for employees, visitors, contractors and external stakeholders, ensuring a professional and welcoming experience.
• Coordinate meeting room bookings and support the delivery of internal meetings, leadership events and client visits.
• Arrange catering, hospitality and workplace support services when required.
• Support the planning and delivery of employee engagement activities, office events and community initiatives.
• Coordinate facilities‑related requests.
• Coordinate courier, postal and delivery services for the office.
• Maintain relationships with suppliers and vendors and ensure relevant documentation is kept up to date.
• Support site security processes, including visitor management, access control systems, access cards and key administration.
• Maintain evacuation and occupancy records in line with business continuity and emergency requirements.
• Champion a positive Health, Safety and Wellbeing culture across the Sheffield office.
• Conduct routine workplace inspections and safety checks, escalating risks and hazards as appropriate.
• Coordinate Health & Safety activities including workplace inductions, emergency preparedness, fire safety arrangements and first aid provision.
• Maintain Health & Safety records, including training records, inspections, incidents, accident reporting and compliance documentation.
• Support internal audits, compliance reviews and the implementation of corrective actions where required.
• Maintain relevant Health & Safety training and qualifications necessary to fulfil the responsibilities of the role.

Skills & Experience

• Previous experience in a reception, office coordination, workplace experience, facilities or administrative role.
• Excellent customer service and stakeholder management skills.
• Strong organisational skills with the ability to manage multiple priorities effectively.
• People‑focused mindset and positive energy.
• Ability to work independently, use initiative and take ownership of responsibilities.
• Proficient in Microsoft Office applications, including Outlook, Teams and Excel.
• Flexibility with work hours when needed (notice generally given 1‑2 weeks in advance).
• Willingness to learn or experience in first aid at work (or equivalent) and fire‑marshal training.
• Experience or willingness to learn financial reporting and monitoring in SAP Concur.

Schedule

Full‑time, Monday to Friday, 08:30 – 17:00 with a 1‑hour lunch break.

Life at RWS

RWS values diversity, inclusion and equal opportunity. Our purpose is to unlock global understanding, celebrating differences and fostering a culture where every employee can grow and excel. We live by the 3Ps – Partner, Pioneer, Progress – and deliver together. RWS is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind.