Role purpose

Reporting into the Office Manager, the purpose of this role is to take full responsibility for the day to day management of all front of house duties, whilst ensuring all office supplies are maintained throughout each office. Working in partnership with our second FOH/Office Assistant, ensuring that all scheduled admin tasks are completed within required timeframes, and full daily support is given to the Office Manager.

Key responsibilities and deliverables

FOH tasks

• Front of house main contact – meet and greet all visitors, including making refreshments
• 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, comparing costs
• Answering door intercom and dealing with enquiries
• Sorting morning post and taking evening post to the post office
• Arranging taxis for suppliers/Clients/staff to and from the office as required
• Responsibility of the reception area, ensuring deliveries are collected promptly flowers are refreshed and reception is kept tidy at all times.
• Ensuring cover of reception area when away from desk
• Ensuring all kitchens, store cupboards etc are kept fully stocked and tidy at all times
• Ensure meeting rooms are prepped and ready for all meetings

Admin tasks shared with second FOH/Office Assistant

• Daily - Coordinate lunch arrangements, manage parking allocation
• Weekly – order stationery, office and kitchen supplies, maintaining spreadsheets for all and managing costs within approved budgets
• Monthly - birthday celebrations, including drinks, gifts and vouchers. Credit card reconciliation.

Office Assistant tasks shared with second FOH/Office Assistant

• Provide full support to Office Manager as required, items such as taking meter readings, budgets, training temps, updating phone lists, ad hoc duties that are project dependent
• Liaising with handymen, checking office for maintenance issues, H&S issues, updating new starter info in CRM, managing and forwarding info email inbox.
• Liaise closely with studio managers/PA’s

Qualifications and work experience

• 6-12 months experience in a similar or related role is essential
• Prior experience within the luxury goods or design market would be beneficial

Skills and attributes

• Excellent Microsoft office skills are essential
• Excellent organisational skills are essential

Personality traits

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.

Remuneration and benefits

• Salary up to £28,000 depending on experience
• Hours 9:00am – 6:00pm – Monday to Friday
• 24 days annual leave per annum
• Lunch will be provided, four days per week
• On completion of a successful probation period:
  • Private health insurance
  • Life insurance
  • Profit share
  • Discretionary bonus scheme
  • Company pension scheme
  • Season ticket loan
  • Ride to work scheme
  • Electric car hire scheme

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