Facilities Appointments for Investcorp

Background

Investcorp asked Maxwell Stephens to recruit a hybrid Reception and Facilities Officer/Administrator, one of several facilities appointments it made through us across administrator, manager and director levels.

The role is split between front of house and the back-office mechanics of running an office.

The brief was clear that this was not a basic reception post. The client wanted someone who would build a career in facilities, take ownership of the records and be proactive in an office where the details are noticed quickly.

Because the client appointed at more than one level, we were able to draw on what we learned in each search about the people and teams it values.

The Challenge

At reception, the post holder welcomes and escorts visitors, runs the switchboard, arranges meeting rooms, hospitality, hotels and taxis, and handles staff email enquiries and some diary management.

On the facilities side, the job is about records and follow-through: logging reactive work orders, chasing contractor attendance, keeping the planned preventative maintenance schedule and contracts schedule current, collecting quotations, checking invoices before approval, running monthly office inspections and supporting office moves. The client wanted facilities experience in a corporate setting, strong service skills and a proactive, detail-focused personality, plus confidence in the main Microsoft Office tools.

Another test was balance. A reception-led candidate may find the maintenance paperwork dull, while a maintenance specialist may not enjoy welcoming visitors. The client needed someone who would be equally at ease with a visitor at the desk and a contractor on the phone, and who would also help coordinate logistics when the office moved. Moving between those tasks without letting standards drop is what separates a good administrator from an average one.

Our Approach

• We confirmed with the client where the weight of the role lay, so we could judge candidates who were stronger on service against those stronger on maintenance administration.
• We searched corporate offices and workplace teams for receptionists moving into facilities and administrators with maintenance records experience.
• We screened for composure with visitors, accuracy with maintenance and contract records, and a deadline-driven approach.
• We took the best candidates through interview preparation and handled the offer.

The Outcome

Maxwell Stephens made the appointment.

If you are weighing up a similar appointment, talk to Maxwell Stephens about how we would approach the search.