Job Description

• To answer all incoming telephone calls immediately in a friendly and confident manner, screening sales/cold calls for staff. Take messages and communicate with Directors clients in their absence.
• To greet visitors and ensure sign in and out as well as informing the relevant person(s) of their arrival.
• Liaise with the HR Administrator regarding all our office new starters & leavers
• Arrange the boardroom for client visits, provide/organize refreshments (water, tea, coffee, biscuits, sandwiches, etc.) and assist with clearing the boardroom after the meeting.
• Control the front office area and ensure all unnecessary clutter is removed by relevant parties.
• Collect all outgoing post and ensure the correct postage is applied.
• Organize local and international couriers, keep an up to date record and cross reference the courier invoices.
• Order kitchen supplies and keep records of maintenance of equipment, organizing servicing when necessary (e.g. coffee machine, dishwasher, microwave, etc.).
• Liaise with studio's contract cleaning company on daily/weekly issues, react accordingly to issues arising. Carpets and flooring should be regularly cleaned.
• Make travel arrangements for G.A staff when required i.e.: flights, taxis, accommodation.
• Make credit card payments as requested, only after ensuring the correct forms are completed and signed.
• Coordinate training and events internally and externally as requested by a Director.
• Organize staff get-togethers including breakfasts, drinks and staff parties.
• Assist senior staff in the preparation of general correspondence and documents (letters, fee proposals, etc.) as required.
• Ensure Health and Safety Issues are updated and maintained, including regular servicing.
• Ensure general office facilities are maintained and contractors are called as required e.g. Plumber, electrician etc.
• Managing Diaries - scheduling meetings / Diary management.

Required Knowledge, Skills, and Abilities