Office Assistant with Front of House

Office Assistant with Front of House duties required for an internationally renowned interior architectural design practice. This business works on international projects and is known within the industry for its’ bespoke, luxury projects. Working closely with the Studio Director and Senior Leadership team, this is a visible, varied and highly ambassadorial role within a cohesive, welcoming and passionate team.

Responsibilities include:

• First point of contact for all visitors, including clients, suppliers, maintenance, deliveries, and post.
• Answering of the company’s main line and transferring calls; passing on messages to the appropriate member of staff.
• Receiving, sorting and distribution of all mail and packages.
• Booking, tracking, and managing of all domestic and international courier requests.
• Oversee the availability of the boardroom and hosting of visitors, i.e. serving of refreshments.
• Maintaining office supplies - ordering, replenishment, and audit of required stationery and equipment for the office.
• Maintaining kitchen supplies, ordering, replenishment and audit of required sundries and appliances.
• Maintaining safety and hygiene standards of the ground floor reception and boardroom.
• Assist HR with on boarding and off boarding of staff (keys, access fobs, equipment).
• Assist with the daily running of the office.
• Liaise with facilities manager regarding general upkeep and maintenance of building.
• Administrative support to the team.

Required skills & experience:

• Minimum of 2yrs Front of House and office administration experience.
• Good IT skills, proficient in Microsoft Office – Outlook, Word, Excel.
• Business understanding of GDPR (discretion is a must).
• Computer literate.
• High level of professionalism and courtesy.
• Exceptional interpersonal skills, both written and spoken.
• Ability to multitask and effectively manage time and meet deadlines.
• Attention to detail.

Personal characteristics:

• Team player.
• Organised, structured and efficient approach to work.
• “Can do” attitude with a problem-solving approach.
• Self-motivated.
• Patient, diplomatic, and demonstrable integrity.

Lily Shippen's business support team are experts in recruiting top secretarial, office administration and business support talent, including Personal Assistant's, Executive Assistants, Private PAs, and Office Managers, on a temporary, permanent, and fixed-term contract basis. We work with clients across the United Kingdom, from our offices in London and Manchester, as well as servicing international and remote roles.