Post Room Operative

To provide an efficient and professional post room, delivery, access control, conferencing and virtual tenant service, ensuring excellent customer service and smooth day-to-day operations.

Key Responsibilities Post Room Operations

• Receive, sort and distribute incoming mail and parcels.
• Manage outgoing mail, franking services and Royal Mail enquiries.
• Maintain accurate records, tenant details and monthly postage recharge reports.
• Provide advice and support to tenants regarding mail services.

Deliveries and Collections

• Receive, record and distribute deliveries.
• Notify tenants of incoming items and obtain collection signatures.
• Arrange courier collections and resolve delivery issues.

Building Access

• Issue and manage access cards and permissions.
• Maintain access control records and resolve access issues.
• Ensure access procedures remain secure and up to date.

Conferencing and Meeting Rooms

• Manage room bookings using the Acuity platform.
• Prepare rooms, equipment and catering according to client requirements.
• Coordinate room setups, cleaning and turnaround times.
• Respond to customer requests and resolve issues.

Virtual Tenant Services

• Manage virtual tenant mail services.
• Prepare monthly postage recharge information.

General Responsibilities

• Provide printing, copying and document support.
• Monitor and order stationery and supplies.
• Support invoicing, credit notes and purchase orders.
• Prepare tenant communications and promotional materials.
• Assist with site events and reception cover when required.
• Complete other reasonable duties to support site operations.

Person Specification Essential Skills and Experience

• Excellent customer service and communication skills.
• Strong organisational and administrative abilities.
• Ability to manage competing priorities independently.
• Good attention to detail and accuracy.
• Competent in Microsoft Office, including Outlook, Word and Excel.
• Ability to handle confidential information professionally.

Desirable Skills and Experience

• Experience in post room, reception, facilities or customer service roles.
• Knowledge of access control systems, such as CCURE.
• Experience managing meeting rooms and bookings.
• Knowledge of mail handling, courier services and franking systems.

Key Competencies

• Customer Service
• Communication
• Organisation and Planning
• Attention to Detail
• Problem Solving
• Teamwork and Initiative
• Reliability and Accountability

The role supports the effective day-to-day operation of the site by delivering reliable tenant services and administrative support.