Receptionist/Administrator

POSITION SUMMARY

We are recruiting for a Receptionist/Administrator to cover a maternity leave in our London studio for 3 days a week - Tuesday, Wednesday & Thursday.

Core Competencies

• Must be proactive, confident, self-driven, with the ability to use own initiative

• Excellent communication skills, both verbal and written, with the ability to interact at all levels and all nationalities

• Good working knowledge of Microsoft applications, Outlook (email and room booking management), Excel and Word. Any knowledge of Ariba would be a plus.

• Flexible, ‘can-do’ attitude and able to work simultaneously on a variety of projects

• Able to work under pressure with high attention to detail

• Able to operate with minimal supervision – solutions-focused

• Ability to plan and prioritize workload

• Professional in both appearance and manner

• Friendly and sociable, with a highly positive outlook

JOB RESPONSIBILITIES

Office Management

• Run front-of-house, be first point of contact for visitors to any of our businesses, answer switchboard and direct appropriately, represent the business in an appropriate manner

• Manage the relationship with the Building Facilities Manager, including liaising with building reception, report and follow up any issues, and arrange any necessary maintenance work

• Order office supplies including stationery, kitchen & cleaning supplies

• Order printing consumables for several sites

General Administration

• Assist all areas of the business with ad hoc administration tasks

• Manage meeting room diaries and bookings – particularly important for other site colleagues and client requests

• Assist with meetings - greet visitors, arrange refreshments and ensure the meeting rooms are set-up and cleared

• Assist teams with logistics for meetings (ie supplies, video conferencing)

• Post, including arranging couriers

Employee Activities

• Schedule and coordinate ad hoc staff briefings, arrange drinks, food and venue where required.

Social activities, celebrations, birthdays, floorspace decoration, internal events, etc.

Finance Support

• Raise office purchase and freelancers’ invoices mainly for London office and make sure the purchase order tracker is up to date, (training on Ariba will be provided)

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