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Front of House Coordinator
VICE Media Group
3.4km | , UK
role reference:  wyw_#00142
Location
3.4km | , UK
Salary
Competitive salary
Contract Part-time
Industry Publishing
Hours 22 - 22 Hours
  • Administration
  • Communication
  • OFFICE MANAGEMENT
Description:

Vice Media Group is looking for a proactive and enthusiastic individual to represent and coordinate the Front of House and guest experience. Working as part of the Facilities team to ensure the smooth running of the office, making the office a fantastic place to work, you will take the lead on maintaining and improving the office space. You must be able to work under pressure efficiently and effectively, with excellent communication skills. 

Key Responsibilities

• Answering phone calls and taking and passing messages to the relevant people.   

• Meeting and greeting visitors as an ambassador of the Brand/Company. 

• Ensuring basic H&S regulations are being complied with, including those which apply to the Covid-19 pandemic. 

• Booking meeting rooms, setting up conference calls and company meetings. 

• Ordering taxis and couriers. 

• Maintaining the condition of the office and arranging for necessary repairs as well as upgrades and improvements. 

• Has oversight of the office budget, escalates spending approvals when needed, raises POs processes invoices to ensure the best prices and value, reviewing quality vs agreed service levels and contracts.

• Maintain the relationship with the cleaning company, providing feedback and setting up additional services when needed. 

• Keep floorplans and team list updated. 

• Ensuring excellent housekeeping of reception area, all meeting rooms and breakout spaces. • First Aider & Fire Marshal trained. 

• Act as the critical point of liaison with VMG for all company IT set up, phone systems and photocopiers etc.

Key Skills and Experience 

• Excellent organisational and time-management skills 

• Excellent interpersonal and communication skills 

• Ability to provide excellent customer service and manage expectations 

• Maintain relationships with the building manager and managing agent

• Coordination of office culture (e.g. monthly meetings, key holidays, surprise and delight events etc.)

• Ensuring all kitchen, stationery and office supplies are stocked up

• Liaise with the VMG facilities team on office processes such as fire extinguishers, PAT testing, smoke alarms and any changes to security protocols

• To carry out DSE assessments for staff (display screen equipment and pregnancy)

• Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel)  

 • The ability to prioritise tasks and work under pressure     

• Good teamwork skills 

• Attention to detail 

• Flexibility and adaptability to changing workloads 

• A problem-solving and “can-do” approach to work 

• A familiarity with legislation in data protection and health and safety is beneficial but not essential

This position is a 12 month fixed term contract, working 22 hours part time Monday to Friday.

Key skills:
  • Administration
  • Communication
  • OFFICE MANAGEMENT
Competitive salary

CONTRACT

INDUSTRY

Role Type

22 - 22 Hours
Flexibility:
Working Patterns
Flexi-Time
Full-time
Flexibility:
Workplace
Hybrid Working (Office / Home)
Office Working
Flexibility:
Life event
Career Breaks / Sabbatical
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