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Receptionist - Facilities Assistant

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Receptionist - Facilities Assistant Barcelona

  • nayusabi
  • Jornada completa
  • Email
  • Barcelona
  • 19/10/2021
  • Aviso

Job number:
ES - Barcelona
Job Level:
Contract type:
Posting date:

Are you ready to switch to a better way of working?

Whether we’re creating brand new, cutting-edge technologies for our customers, or delivering unique, world-class learning and development opportunities for our people, if you make the switch to Epson as a Reception – Facilities assistant, you’ll understand what we mean.

You’ll be part of a global brand. An ethical business with a focus on sustainability and responsibility and a culture that fits the way you work. A place that’s committed to helping you be yourself and achieve your goals.

Reporting to the Facilities Controller, the Receptionist – Facilities assistant will be responsible for providing a fully professional Reception service and administration elements and duties.

The role may require providing support for the local Facilities Team. The balance of the role is approximately 80% on Reception and 20% on administrative duties.

The position is based out of our Barcelona office.

Key responsibilities


  • Meet & greet guests/visitors, ensuring proper recognition; registration & allocation of appropriate badge/access control; prompt call to Epson host; basic introduction to the floor facilities; drinks offered & be available to answer any questions
  • Telephone/Switchboard services providing prompt answering of Reception/Switchboard telephone services, message taking, ensuring accurately & timely call transfer or answers to inquiries
  • Deal with Reception email (Microsoft Outlook) & fax correspondence ensuring answers or redirection as appropriate
  • Support proper meeting room bookings & arranging hospitality as requested
  • Handle accurate distribution of incoming & outgoing letters & parcels via appropriate services, maintaining accurate records for tracking & invoice processing
  • Ensure accuracy of the phone system information with regular updates & routine audits
  • Be prepared to support the general Facilities department as required i.e. meeting room setting, reception set up & shut down at the end of the day, first point of contact for contractors & vendors etc.


  • Assist Facilities team with creating NTPOs via SAP, providing back up to other team members, accurate invoice & PO processing to ensure prompt payment for services procured
  • Assist with the setup of rooms for training, meeting, hospitality, local events etc. ensuring the rooms are available & set up according to customer requirements
  • Maintain Facilities storage areas to ensure safe & proper control of company assets/Inventory
  • Ensure Stationery & office supplies are controlled & approved replacement items are ordered, stored & distributed
  • Support accurate & up to date car fleet administration, providing reports requested by management & local HR/ Finance departments. Support new car lease contracts & proper return/disposal of leased vehicles
  • Assist & support travel administration, monitor & documenting travel activity to ensure accurate management reporting. Provide local support for Travel initiatives, preferred hotels & services
  • Ensure accurate & correct use of Postal & Courier services, ensuring appropriate services are used, accurate processing, invoice checking & proper allocation of costs to internal departments
  • Administer the Stock Warrant / Internal Order process for acquiring Epson products, ensuring proper processes

Experience, knowledge and skills

  • At least 2-3 years’ experience working in a Front of House capacity
  • Experience of working within a multinational company and understanding international business environment
  • Fluent in Spanish & English Language, written & spoken
  • Some knowledge of Health & Safety legislation, procedures and working with them will be advantageous
  • Previous experience of SAP / SAP BW highly desirable
  • Good Microsoft Office skills, in particular Excel
  • Excellent interpersonal and written & verbal communication skills
  • Ability to work to agreed deadlines
  • Driving License

In return, we offer a competitive salary, a wide range of excellent benefits and lifestyle perks. Plus, the support you need to develop yourself - in your role, and in your career.

To find out more about making the switch, and to view our excellent CSR and green credentials, please visit our web site:


nayusabi group