Location: Bedford Heights Department: Operations / Customer Services Reports To: Business Centre Manager Job Purpose

The Post Room Operative is responsible for delivering an efficient and professional post room, deliveries, building access, conferencing, and virtual tenant service at Bedford Heights. The role requires excellent customer service, strong organisational skills, and the ability to manage multiple responsibilities while ensuring accurate administration and smooth day-to-day operations.

Key Responsibilities

Post Room Operations

• Receive, sort, and distribute incoming post to all on-site tenants via designated mailboxes.
• Process unidentified or incorrectly addressed mail in accordance with established procedures.
• Provide mail and small parcel franking services for tenants and outgoing company mail.
• Act as the primary contact for Royal Mail regarding account queries, price changes, consumables, and service updates.
• Produce monthly franking expenditure reports and supporting documentation for tenant recharges.
• Maintain accurate tenant records, distribution lists, and post room administration systems.
• Ensure all post room forms, records, and procedures remain up to date.
• Provide advice and information to tenants regarding post room and Royal Mail services.

Goods In, Deliveries and Collections

• Receive, record, and process all deliveries arriving at Bedford Heights.
• Maintain accurate records of all courier, postal, and freight deliveries.
• Notify tenants promptly of incoming deliveries and obtain signatures upon collection.
• Coordinate courier collections on behalf of tenants and retain proof of collection documentation.
• Investigate and resolve any delivery-related issues or discrepancies.

Building Access Management

• Issue and administer building access cards for tenant employees.
• Maintain accurate records within the access control system.
• Investigate and resolve access card and clearance issues.
• Create, update, and manage access clearances and door groups.
• Review and simplify access control procedures where appropriate.
• Ensure access permissions remain accurate, secure, and compliant with site requirements.

Conferencing and Meeting Room Management

• Manage the day-to-day operation of conference and meeting room facilities.
• Prepare rooms according to client requirements, including layouts, equipment, and catering arrangements.
• Liaise with clients regarding room specifications and booking requirements.
• Manage room bookings using the Acuity booking platform.
• Ensure sufficient time is allocated for room setup, cleaning, and turnaround between bookings.
• Provide prompt solutions to customer requests and operational issues.

Virtual Tenant Services

• Manage virtual tenant mail services in accordance with each client’s selected service package.
• Produce monthly franking recharge information for virtual tenants.

Additional Responsibilities

• Provide copying, printing, and document support services for tenants.
• Order, manage, and monitor stationery supplies for the post room, conferencing facilities, and operational requirements.
• Complete administrative tasks associated with all areas of responsibility.
• Produce and distribute promotional materials, notices, and leaflets to tenants as required.
• Support site events, tenant communications, and other operational activities when necessary.
• Cover reception when required.
• Support with invoicing, credit notes and the raising of purchase orders.
• Undertake any other reasonable duties required to support the successful operation of Bedford Heights.

Person Specification

• Excellent customer service and communication skills.
• Strong organisational and administrative abilities.
• Ability to manage multiple priorities and work independently.
• Good attention to detail and accuracy.
• Competent user of Microsoft Office applications, including Outlook, Word, and Excel.
• Experience handling confidential information responsibly.
• Professional and friendly manner when dealing with tenants, visitors, suppliers, and colleagues.

Desirable Skills and Experience

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

Key Competencies

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

This job description is intended to reflect, in outline, the responsibilities of the post-holder which may change over time in line with the Corporate and local business needs of BizSpace.  It will therefore be subject to periodic review.

This role is central to ensuring the smooth operation of Bedford Heights, delivering excellent service to tenants while supporting key site functions including mail services, deliveries, access control, conferencing facilities, and administrative support.

Interested?