Front of House and Office Assistant

What is the purpose of the role?

The purpose of this role is to take full responsibility for the day-to-day management of all Front of House duties for our Parklife studio. Working in partnership with our second Front of House team member you ensure that all visitors enjoy a first class experience and that all scheduled admin tasks are completed within required timeframes, and full daily support is given to the Office Manager.  This role reports into the Office Manager and is based in the studio full time.

What can you expect from the role?

Front of house responsibilities

• Meeting and greeting all visitors

• Answering telephone, fielding calls and taking and relaying messages for all employees

• Receiving all incoming couriers, deliveries, and booking all outgoing local, national and international couriers

• Answering door intercom and dealing with enquiries as they arise

• Sorting post and notifying the team of their deliveries – do a post delivery at the end of the week if not collected

• Arranging taxis for suppliers/clients/staff to and from the office as required

• Full responsibility of the reception area, ensuring deliveries are collected promptly, the space is looking tidy and adjoining areas on show are kept tidy at all times.

• Ensure the post area is kept as tidy as possible

• Ensuring cover of reception area when away from desk

• Ensure reception manual is up to date - every time any passwords are changed or new info is added  to ensure that anyone covering has access to all necessary sites.

• Work as a team with second FOH team member ensuring active presence in reception and 3rd/4th floors across each day

Office assistant responsibilities

• Collating all confidential waste ready for a weekly collection

• Ensuring meeting rooms are tidy and prepped every morning with water carafes, water glasses, pen pots, notepads and tissue boxes

• Monitor meeting room bookings and be proactive in setting up accordingly and clearing the room after external meetings have finished

• Lay out lunches 4 x a week and keep track of leftovers

• Stationery, snack, milk, tea and coffee orders - maintaining spreadsheets for all and managing costs within approved budgets and flagging any unusually high costs

• Manage parking allocation

• Provide full support to Office Manager as required, e.g. budgets, training temps, updating lists and ad hoc duties that are project dependent

• Liaising with our external maintenance team, checking office for any maintenance issues

• Liaising closely with the PA teams and rest of admin team

• Working closely with day cleaner and ensuring stock is kept at an appropriate level

• Approve invoices for office related expenditure

Admin responsibilities

• Managing and forwarding info email inbox and reception email inbox

• Update whereabouts spreadsheet weekly and email to all staff to complete

• Update Big Yellow spreadsheet as and when used

• Purchase/issue birthday vouchers

What skills and experience will you need for the role?

• Ideally 6+ months experience in a similar or related role

• Prior experience within the luxury goods or design market would be beneficial

• Excellent Microsoft office skills are essential

• Excellent organisational skills are essential

• This role will suit an individual who is proactive and forward thinking with the ability to remain calm under pressure. 

• You will be flexible and adaptable to meet the business needs and will have clear and concise written and oral communication skills. 

• You will have a confident manner and happy to help with all tasks, approaching everything with a warm and friendly manner

What are the pay and benefits for the role?

• Competitive salary available depending on level of experience

• Hours are shift based, either 9am – 5pm or 10am – 6pm Monday to Friday (agreed weekly with your co-front of house)

• 24 days annual leave per annum

• On completion of a successful probation period (6 months):

  • Private health insurance

  • Life insurance

  • Profit share

  • Discretionary bonus scheme

  • Company pension scheme

  • Season ticket loan

  • Ride to work scheme

  • Electric car hire scheme

What is the interview process and timeline?

Interviews will be a minimum of two stages, and a mix of Teams and in person at the studio in SW15.

Diversity data

Winch Design aims to have an inclusive environment for all by identifying and removing barriers across our recruitment processes and within our studio. Completing the diversity questions as part of your application will help us achieve this. It is voluntary to disclose this information but doing so will enable us to better understand our outreach methods and examine our practices fully. Your answers will be treated in the strictest confidence, and all data disclosed will comply with the Data Protection Act 2018.