Receptionist/Office Admin Support (Part Time Job Share)

Our receptionists are based in our Business Units and are the face of Taylor Wimpey to our clients and customers visiting our offices.

You will be responsible for operating the Taylor Wimpey Business Unit’s switchboard, ensuring all calls are answered promptly, queries dealt with wherever possible and efficiently directed to the correct person when appropriate. 

You will provide administrative support to the BU Management Team, Executive Secretary, Production Secretary, Finance Department, and other internal office staff when required and carry out all administrative duties as requested. 

This is a part-time/job share opporunity, 5 days a week. You will need to ensure continuous reception cover by operating a true job share with the other part time receptionist as a priority and deliver an efficient and professional Reception service. 

What you will do: 

Handle Phone Calls

• Answer the phone in a professional and courteous manner as quickly as possible. 
• Determine the purpose of callers and forward the call to the appropriate person or department or interact with the caller on behalf of Taylor Wimpey staff. 
• Transfer calls as required. 
• Take accurate messages from clients wishing to be called back. 
• Deliver these messages to the appropriate member of staff. 

Visitor Liaison

• Welcome on-site visitors. 
• Determine the nature of business and announce visitors to the appropriate person or department. 
• Keep track of key people’s movements within the building and when they are working away from the office. 

Other Duties

• Open the morning mail and distribute. 
• Franking outgoing mail. 
• Help organise and plan events and transport. 
• Managing the meeting room diary. 
• Book any travel arrangements when requested to do so. 
• Order and log gift vouchers. 
• Collate Hospitality Register. 
• Update databases, mail merge and dispatch letters as required. 
• Keep all lists up to date e.g., new starters, leavers, promotions etc. 
• Order and manage stationary items. 
• Order kitchen and meeting supplies. 
• Attending staff Colleague Task Force meetings, taking minutes and action any relevant points i.e., arranging charity days etc. 
• Ensure familiarity with Taylor Wimpey Health, Safety and Environmental policies and comply with employee responsibilities. 
• Receive goods/services into reception, notify the individuals of delivery, keep reception area clear. 
• Type up standard letters, forms, etc. as and when required. 
• Ensure all staff log in and out of the office using the company logging in and out book. 
• Report building and equipment defects e.g., faulty lights, toilets etc., ensuring any requests for repairs are completed and logged. 
• Display posters around BU when asked and ensure notice boards are relevant and up to date. 
• To provide administrative support to all departments. 
• Sort all incoming certificates (Gas & Insulation). Search for plot number, scan certificate, and save on to hard drive. Attach certificate on to COINS. 
• Supporting Production, Sales, and Customer Service with the roll out of new uniforms, including ordering and distribution 
• Any other duties required. 

Duties for Production 

• Update spreadsheet for site holidays. 
• Update spreadsheet for site weekend working. 
• Support to Production Secretary with any other specific Production Team activities as required. 

Duties for Finance Department 

• Logging cheque requests with VAT and chasing for receipts. 
• Matching proof of delivery notes with invoices. 
• Printing and distributing invoices from the invoice email inbox. 
• Mail - Date stamping and distributing invoices. 
• Process invoices on COINS. 

What you will have: 

• Has a receptionist or administrative background 
• Strong administration experience 
• Used to working within a fast paced & pressurised office 
• Strong customer focus – used to dealing with people face to face and via phone 
• Outlook, Word, Excel, and PowerPoint literate 

Individuals seeking employments at Taylor Wimpey should know that we foster a culture of inclusion and value diversity positively which creates a better workplace and delivers stronger outcomes. We commit to treating all our job applicants and employees fairly and with respect, irrespective of background, disability or any other protected characteristic. If you require any assistance with regards to reasonable adjustments during the application process, please do not hesitate to contact us. 

What we will offer you: 

Taylor Wimpey is a FTSE 100 business and one of the largest residential developers in the UK, building new homes and communities across England, Scotland and Wales. We are passionate about building new homes and communities with a focus on sustainability.  

Our people are important to us and we want to make sure that we reward and recognise all the great work that they do. Our employees enjoy many standard benefits including access to the Taylor Wimpey House purchase discount scheme, pension (including company contributions), quality health cover, share save schemes as well as many flexible benefits such as buying additional holiday days, retails discounts, free Bupa health assessments and so much more.  Our benefits work perfectly with our culture where you feel valued as a member of a successful team.   

We offer industry leading subsidised professional training and development, which support our employees to excel and fulfil their career and personal goals in a variety of opportunities and environments. This in turn drives a strong succession of high performing customer centric leaders, really putting customers at the heart of everything we do. We embrace diversity and look to develop our people in the skills and areas they are most interested in, leveraging the qualities and appreciate the unique competencies, skills and experiences that each person brings to the company.