Receptionist/PA

2 days ago

London, United Kingdom THE PRODUCTION FACTORY Full time

Receptionist/ PA


Job description

Department: Operations


Job title: Receptionist/PA


Reports to: Operations Team/Manager


Summary of role:

An opportunity has arisen for an experienced Receptionist/PA to become part of a Production superhouse. As the first point of contact for all visitors including many high-profile clients, you will be trusted to represent our office to a first-class standard.


You will have an excellent understanding of the role’s demands and be able to multitask and work efficiently in a busy and professional environment. You will take pride in maintaining a professional, polished and friendly manner for all clients that you work with, and your confidence and exceptional customer service will allow them an outstanding experience. The role will give you abundant responsibility as you strive to ensure the smooth running of this part of the business, whilst also taking part in administrative duties.


  • Super organized
  • Willing to show initiative
  • Friendly and helpful
  • Flexible and able to prioritize a changing to-do list
  • Detail-oriented and accurate
  • Trustworthy and reliable
  • Self-motivated
  • Articulate and a good communicator
  • Good with English (verbally and written)
  • Proficient in using a computer (especially Word, Excel and MS Office)
  • Able to work in a team
  • Attention to detail


Key Responsibilities:

Creating a warm and welcoming reception space for clients & staff to enter and leave the building. Excellent communication skills both written and verbal. Directing clients for meetings, logging of all client items coming in-out of the building, storing or giving to the correct courier/clients. Sort and distribute incoming mail and packages and liaise with all departments to pick up their letters or parcels. Organizing courier deliveries for producers if needed. Answering and addressing incoming phone calls in a timely and polite manner, clearly determining the purpose of the call, dealing with queries and providing correct information. Forwarding calls to appropriate people. Taking and delivering messages accurately and completely. PA duties and experience, interest in sustainability, or willingness to learn.


IT Support:

· Assist with the overall functioning of a business’s IT system or customers with technical support issues.

· The ability to break down an issue logically, providing a solution based on methodical problem-solving.

· Having experience working across multiple operating systems like MacOS, Windows and Google Workspace


Sustainability support:

· Help the company evaluate its environmental impact and identify opportunities to minimize its negative effects

· Conducting assessments of the work of their employer to determine the extent of its environmental impact

· Establishing sustainability policies, evaluating their efficacy, looking into sustainable suppliers with whom the company may collaborate and have a good influence, and being more conscious of our carbon footprint


Office Maintenance and housekeeping:

  • Post & Post Office duties
  • General office upkeep (including tidying, lights, plants etc.)
  • Liaise with Operations and Facilities Manager
  • Maintain kitchen, bathroom and office supplies.
  • Meeting room set up, including conference calls
  • Reception duties including answering the door, greeting visitors and screening calls.
  • Booking cabs, couriers, and travel requirements
  • Be available to carry out PA duties for CEO Lisa Gorman when necessary
  • Manage hard drive ordering and allocation


Skills:

  • Good understanding of MS Office (Excel, Word) and Google Suite (Gmail, Calendars).
  • Multi-tasking and time management skills, with the ability to prioritise tasks.
  • Basic IT skills, to support daily troubleshooting
  • Proactive and resourceful.
  • Customer service focused.
  • A great communicator who can build rapport with clients and colleagues.
  • Excellent communication skills both written and verbal.
  • Enthusiasm and positivity.
  • Professional telephone manner and well presented.
  • High attention to detail.
  • Excellent team player


Creative Department, Digital, Marketing & PR Duties:

  • Client gifting support and admin
  • Assisting with PR and Parties hosted by TPF
  • Ad hoc Sustainability support for Global Business
  • Ad hoc PA duties that may be relevant to your role, from time to time

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