Reception & Facilities Coordinator (Part-Time)

Department

Vicon Operations

Location

Yarnton, Oxfordshire

Are you interested in working on products at the very cutting edge of technology? Want to join Vicon, an Academy Award-winning company, and the world’s largest supplier of precision motion capture and tracking systems?

Vicon is the world leader in motion capture technology, developing high performance software and hardware products for the entertainment, engineering and life science industries. Vicon products are used in major feature films, games, and commercials, and are a crucial measurement tool for biomechanics, robotics, and cutting-edge science.

Vicon is a subsidiary of Oxford Metrics Plc.

This is a part-time role of 3 hours per day (15 hours per week), ideally worked each weekday morning, with some flexibility to move hours occasionally to cover a contractor visit or urgent issue. The role reports to the COO and replaces the combined facilities cover currently split between two part-time colleagues. It has been scoped to be realistically achievable within the hours available, and now formally includes ownership of Health & Safety administration for the Yarnton site, which is a new addition to the role.

Key Responsibilities

You will be the first point of contact for the building and its contractors, keeping Yarnton running safely and smoothly day to day:

Facilities & Building Management

• Act as the main point of contact for the building: post/franking, reception cover for deliveries and scheduled visitors during your working hours, and management of lost property.
• Log, triage and coordinate reactive maintenance issues (leaks, doors, locks, AC/heating faults, lighting, plumbing) with our contractor base, prioritising anything safety-critical.
• Schedule and supervise routine contractor visits (HVAC, plumbing, electrical, fire & intruder alarm, pest control, lift servicing) and sign off completed works.
• Oversee the cleaning contract and day-to-day standards in kitchens, toilets and communal areas.
• Coordinate on-site catering and vending arrangements (coffee machines, water coolers, mobile catering) and communicate schedules/changes to staff.
• Manage utilities contracts (gas, electricity, water) and other recurring facilities supplier contracts, flagging renewals and cost changes to the COO.
• Raise purchase requisitions and approve/route supplier invoices in NetSuite for facilities-related spend.
• Coordinate car park administration (permits, line-marking, visitor parking) and liaise with the landlord/managing agent on building matters.
• Produce a concise monthly facilities summary for the COO covering completed and outstanding works.

Health & Safety

• Own the H&S compliance calendar for Yarnton: fire alarm tests, fire drills, emergency lighting testing and certification, PAT testing and fire extinguisher servicing, working with existing contractors.
• Maintain first aid box stocking and 6-monthly checks, and keep first aider/fire marshal records up to date.
• Keep a simple log of accidents, near-misses and any actions raised, and elevate anything requiring wider input to the H&S group (Quality & Regulatory Compliance, IT, HR).
• Ensure contractors working on site provide risk assessments/method statements where required and that any resulting actions are tracked to completion.
• Act as the facilities representative on the H&S taskforce, feeding site-level issues into the wider group.

Required Skills, Knowledge and Expertise

• Previous experience in a facilities, office management or building services coordination role.
• Experience managing multiple contractors/suppliers and prioritising competing, time-sensitive issues.
• Familiarity with basic building services (HVAC, plumbing, electrical, fire and security systems) sufficient to brief contractors and judge urgency, without needing to carry out repairs personally.
• Experience with purchase order and invoice approval processes (e.g. NetSuite or similar).

Desirable Skills/Nice to Have

• Health & Safety qualification (e.g. IOSH Managing Safely) or willingness to work towards one.
• First aid at work certification.
• Experience with fire safety and emergency lighting compliance requirements.
• Experience liaising with landlords/managing agents on a multi-tenant or commercial site.

Personal Skills

• Highly organised, with the ability to prioritise effectively within a limited number of hours.
• Comfortable working independently and making sound judgement calls on urgency and escalation.
• Strong written and verbal communication skills, including clear handover notes for colleagues covering outside your hours.
• A calm, practical approach to problem-solving under time pressure.
• Proactive in flagging risks and improvements rather than waiting to be asked.

Benefits

• Competitive salary
• 10% Company Pension
• 25 days Annual Leave + Bank Holidays
• Life Cover
• Private Medical with Optical / Dental Insurance
• Permanent Health Insurance
• Cycle to work scheme.
• Free On-site Parking

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