Receptionist/administrative Assistant

3 months ago

Birmingham, United Kingdom 7E YOUTH ACADEMY Full time

**About Us**

The Legacy Centre of Excellence is a Business and Arts Centre dedicated to innovation and the elevation of our local West Midland Community. The Centre is based between Newtown and Aston, two of Birmingham’s most diverse and marginalised communities.

As Europe’s largest independent Black Business and Arts Centre, over the last 4 years we have worked hard in designing an environment where both creatives and entrepreneurs can expand and develop their skills, giving them the confidence to thrive in competitive markets, as well as a safe space for community entertainment, education, and lifestyle events.

**Our work**
- We are dedicated to championing and enhancing the cultural artistic ecology and the development of the economic infrastructure within our local area and to inspire and engage the national community.
- We exist to offer new opportunities in artistic and educational activities that uplift and upskill those we connect with. We do this by providing the best in events, projects, and workshops that encourage people to come together in a safe curated space, which puts their individual and collective needs at the heart of business acumen.
- Our building is multipurpose, housing two auditoriums, a theatre space, multiple office spaces, retail space, a music/ podcast studio, a Caribbean Fusion restaurant, a Bar and Kitchen Café area, and a multimedia suite that are accessible and available on site.
- There are over 120 different small/medium sized community organisations and businesses that hire space within our building or perform partnership work with us. In addition, there are 30+ statutory and strategic organisations who use our facilities and partner with us regularly.
- We have a large diverse group of people who attend our events or participate in activities, and we have a growing social media audience.

**The Role**

We are looking for a Receptionist and Administrator. You will be the ambassador of the business as you welcome guests and visitors at reception. You will have a passion for great customer service and drive organisational excellence. You will need to be a great communicator, on the phone, in writing and most importantly in-person. As the front of house lead for the centre and business, we are looking for someone who can make a great first impression, set standards, be welcoming, and create a safe and pleasant experience our customers and visitors.

We want Legacy to re-shape the idea of what is possible for passionate and resilient community innovators, thought leaders and dreamers. This project was once a small collective idea by members of our community, it has now is evolved into a sustainable change-making Business and Arts Centre that will continue to transform lives for years to come. Our new team member needs to be able to be work in an environment where there are deadlines are kept, high standards, short timelines, demanding customers and we are striving for operational excellence.

**Job Title**: Reception Administrator

**Responsible to**: Operations Manager

**Responsible for**: Operations Assistants including Facilities team coordination as required.

**Key Relationships**: Operations Manager, Senior Managers, Event Managers, Marketing and Sales Team, Facilities Team, HR & Administration, CEO

**Key Responsibilities**:The Reception Administrator will be responsible for the reception and public entrance area of the building and to be the first point of contact for most of our visitors.

To coordinate enquiries, following administrative processes

To maintain front of house and staff administrative supplies.

To enforce information management standards and practices

To promote a safe and welcoming environment

**Reception Administrator Job Duties**
- Welcome visitors to the building, managing the reception desk, answer questions, direct to events and meetings, record enquiries and handed over to the relevant team.
- Handle incoming phone calls, provide information for enquires or record details from enquires and pass onto the relevant team member.
- Record enquiries in the selected Customer Relationship Management (CRM) system for responses and monitor follow ups for completion.
- Manage incoming and outgoing mail, packages, and deliveries
- Support operations and event meetings, booking rooms and arranging refreshments.
- Maintaining the enquiry calendar, ensuring provisional bookings are recorded and managed in the shared meeting and events calendar, working closely with the Event Teams.
- Carry out introductory and post events follow ups through feedback phone calls to clients and visitors or capturing feedback using our feedback link process when signing guests out on departure.
- Manage FAQs and be aware of ongoing Legacy activities to be able to upsell services to visitors.
- Must be ‘hands on’, supporting the Legacy team in delivering great service.
- To maintain administrative supplies, managing relationships with suppliers to procure quality

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