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Opera Group Limited is a leading provider of Fund Administration, Private Client and Corporate Services. The Group is headquartered in Guernsey and has offices in Jersey, Mauritius, The Bahamas and the Isle of Man. Our clients range across high-net-worth individuals, families, corporate institutions and asset managers. Opera employs over 250 people, the majority of whom are qualified as accountants, corporate secretaries, and fiduciary professionals.
We prioritise continuous growth and development of our people, recognising that their success is the foundation of excellent client service and business growth. Opera has a new ownership structure, and the majority shareholder is Stephen Lansdown, co-founder of Hargreaves Lansdown, the U.K.’s largest stock broking firm and a member of the FTSE 100. Opera is privately owned with a fully-aligned strategy for growth and transformation. Our vision is long-term and extensive and will allow us to plot a strategic arc. Our holistic strategy includes investing into cutting edge technology and data management tools, investing into back-office simplification to improve client and employee experience, extensive training for our team, and continually enhancing our employee value proposition all to align staff and shareholder interest and fuel a constant drive for sustainable excellence and growth.
JOB SUMMARY
The Facilities Administrator is responsible for providing a professional front-of-house service as the first point of contact for visitors at Opera Headquarters, Oak House, while managing daily administrative tasks including filing, scanning, and facilities coordination. This role ensures smooth daily operations through effective visitor management, document processing, and facilities support, maintaining Opera's professional standards and ensuring all services are delivered efficiently and in accordance with company procedures.
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KEY RESPONSIBILITES
Reception & Visitor Management
- Daily reception duties - welcoming and directing guests, providing excellent customer service as the first point of contact for Opera Group
- Visitor coordination - managing guest arrivals, ensuring appropriate personnel are notified, and maintaining visitor logs
- Reception area maintenance - keeping the reception space clean, tidy, and professionally presented at all times
Post, Deliveries & Distribution
- Mail and courier management - opening and distribution of incoming daily post and couriers
- Delivery coordination - receiving, logging and ensuring timely delivery of all packages and items to appropriate recipients
- Outgoing post management - processing and managing all outgoing correspondence and packages
Document Management & Administrative Support
- Filing and scanning - timely processing of documents ensuring all are saved appropriately to allow easy future retrieval
- Archive management - actioning archive requests of historic information, in line with Opera procedures
- File creation - establishing new files upon request and maintaining document organization systems
- Document destruction oversight - managing and monitoring the document destruction spreadsheet, liaising with external providers for storage and/or retrieval of archive documentation
Facilities Support & Coordination
- Meeting room preparation - setting up rooms for meetings, conferences, and events as required
- Event support - supporting corporate events such as board meetings by directing guests, coordinating refreshments, and ensuring smooth operations
- Vendor management - liaising with caterers, plumbers, maintenance staff, and other service providers
- Facilities reporting - identifying and reporting maintenance needs, facilities issues, and improvement opportunities
- Office supplies management - weekly check and restocking of all office stationery cupboards
- Security & General Support
- Security coordination - regular check of shredding bins and liaison with external support providers for secure document disposal
- Additional duties - completing any other duties required, in accordance with the demands of the role and development of the services provided
- Values adherence - in all aspects of your role, display and adhere to our vision and values of Client Focus, Excellence in Execution, Integrity, Innovation, Value, Development and Leadership
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KEY COMPETENCIES & SKILLS
- Communication skills - excellent written and verbal communication skills with the ability to interact professionally with visitors, staff, and external service providers
- Attention to detail - the ability to work accurately with good attention to detail across all administrative and facilities tasks
- Organization & prioritization - the ability to prioritise and multitask effectively to meet business needs in a busy, multi-faceted role
- Customer service orientation - professional demeanour and approach when dealing with visitors and representing Opera Group
- Team collaboration - strong team working skills and ability to support colleagues across different departments
- Technical proficiency - good IT skills, including working knowledge of Microsoft Word, Excel & Outlook
- Problem-solving - ability to handle facilities issues and coordinate solutions effectively
- Flexibility - adaptability to handle diverse responsibilities from reception duties to facilities coordination
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