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Front of House Coordinator

3 months ago

London, United Kingdom New London Architecture Ltd Full time
Front of House Coordinator
Salary: £28,000
Contract: Permanent. Full Time. Monday – Friday. 40 hours per week.
Front of House Coordinator Main responsibilities
NLA is London’s built environment community and we are looking for a Front of House Coordinator with a passion for customer service front of house with administrative duties to be an ambassador for NLA as the face of our activities at the London Centre for all our visitors and clients engaging with the space.
Working in a fun and dynamic environment, this role is ideal for a highly organized individual, with a passion for galleries and public interaction and an interest in architecture and the built environment. The successful candidate will have initiative, will be a great communicator who possesses strong customer service skills and a creative approach to problem solving with the ability to work on several tasks simultaneously whilst remaining calm under pressure. If you have a warm professional and confident personality, with good experience working either as a receptionist or in a public gallery or similar we would love to hear from you.
Background
The London Centre is a place where our members, community groups and the public can explore, learn, and celebrate London’s built environment. It is also the base for our flagship programmes, including the London Festival of Architecture, Don’t Move, Improve and the London Real Estate Forum.
NLA at The London Centre includes a public gallery featuring scale models of London, an event space and the Changing Face of London exhibition. The project is in partnership with the City of London Corporation in support of its ‘Destination City’ strategy to attract more people into the Square Mile.
Private hire and hosting NLA’s own events is an essential part of NLA at The London Centre’s offer. The front of house and event team manage bookings, including coordinating catering and AV for a range of meetings, conferences, away days and receptions.
Reports to: NLA Senior Event Manager
Main duties and responsibilities
* Management of front desk and general enquiries in a warm, confident and happy manner
* Provide exceptional customer services to all visitors and NLA members
* Telephone reception duties and taking enquiries for the London Centre and NLA
* Upkeep of front of house areas and exhibition gallery; taking pride in the presentation of the space maintaining an excellent standard of appearance
* Opening and closing of the venue, exhibition and AV switch on/off
* Whenever necessary assist with the viewings of event space and the gallery
* Reporting maintenance issues and overseeing contractors and working with facilities to ensure the smooth running of the venue
* Day-to-day administrative office support including booking couriers, and adhoc duties
* Diary management to maximise event capacity, assisting with booking and facilitating internal meetings
* Assisting with public and private events (may involve some out of office hours)
* Taking bookings and enquiries, administering booking forms and catering requirements, and raising client invoices through our finance system
* Setting up A/V at events and managing any issues
* Facilitating refreshments for internal meetings
* Scheduling and overseeing FoH casual staff rotas on Saturdays (and for events?)
* Front of house event support including registration, sign-in and cloakroom, checking event set up and client liaison
* Supporting the Head of Learning to deliver some London Centre based events for Learning, NextGen, Diverse Leaders Programmes
* Supporting on NLA Project Teams, including inbox management, note taking and collaborating with the wider NLA team on different outputs
* Diary management of CEO and Director; to act as the primary contact for meeting requests and support in sending out / accepting invitations / rearranging meetings
Person Specification
Front of House Coordinator Essential Skills & Abilities
Clear and effective communication skills, both oral and written
Previous experience within the museum, gallery, hospitality or events industry
Previous experience as Front of House staff or Receptionist or similar
Proven ability to provide excellent customer service
Having an eye for detail, ensuring that all public areas and event spaces are maintained to a high standard and refreshed before use
Understanding the importance of working within operating procedures and an advocate for onsite Health & Safety
Working knowledge of Microsoft packages including Word, Excel and Outlook
Ability to follow tasks through to completion.
Ability to prioritise effectively, managing a busy diary and varied workload to meet demands and deadlines
A flexible approach in terms of work, changes and participation
Good team player
Ability to take initiative; a self starter
Willingness to learn, you will receive training in Health and Safety procedures
Willingness to work early mornings, evenings and the occasional weekends, as required (TOIL given)
Desirable Qualifications and Experience
First Aid, training can be provided if required
Proven ability to deliver high quality events
Knowledge of event catering
Previous experience using accountancy software, preferably Xero
Previous experience using CRM system, preferably HubSpot
Holiday: 25 days per year (including Christmas closure) plus bank holidays.
The normal working week is 40 hours, Monday to Friday.
To apply, please click APPLY below to be redirected to our website, this will link to the recruitment page where you can apply sending your CV and a covering letter no later than Friday 19th July 2024.
Early applications are encouraged as we are keen to secure interviews before the deadline date.
Equal Opportunity: It is the policy of NLA to treat all employees, visitors, and job applicants fairly and equally regardless of their sex, gender, sexual orientation, marital status, race, colour, nationality, ethnicity, religion, age, disability or union membership status