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Reception Admin Coordinator

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Vivienne Westwood

2mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Facilities Management
  • London
  • Quick Apply

AI generated summary

  • You have 2+ years in a similar role, excel in communication and organization, pay attention to detail, solve problems proactively, and are proficient in Microsoft Office and travel systems.
  • You will greet clients, manage meetings and travel logistics, handle mail and supplies, ensure safety compliance, support employees, and assist in various administrative tasks.

Requirements

  • 2 + years’ experience in a similar role
  • Excellent communication and stakeholder management
  • Strong organisational and time management abilities
  • High attention to detail and accuracy
  • Proactive problem-solving and initiative
  • Proficiency in Microsoft Office and expense/travel systems
  • Ability to work collaboratively across teams

Responsibilities

  • Welcoming and Assisting Clients: Serving as the first point of contact by professionally greeting and assisting clients, visitors, and stakeholders, ensuring a warm and positive first impression of the company.
  • Meeting Coordination: Schedule and manage meetings, including room bookings, calendar invites, and logistics.
  • Courier and Transport Arrangements: Organising couriers, taxis, and other transport services in line with company procedures, ensuring timely and cost-effective solutions.
  • Reception Area Management: Maintaining a clean, organised, and presentable reception area.
  • Telephone Management: Answering, screening, and forwarding incoming calls with professionalism and discretion.
  • Mail Handling: Sorting, distributing, and managing incoming and outgoing post and deliveries efficiently and securely.
  • Procurement and Supplies: Processing orders for office supplies, refreshments, and other essentials, ensuring stock levels are maintained and supplier relationships are managed effectively.
  • Reception Rota & Training: Managing reception handover for temporary staff.
  • External Visitor Liaison: Acting as the primary contact for external service providers such as contractors, maintenance personnel, and building management, ensuring compliance with site protocols.
  • Health & Safety Compliance: Supporting the completion of health and safety checks, visitor sign-in records, fire drill coordination, and first aid supply monitoring.
  • Ad Hoc Administrative Support: Assisting with a variety of administrative tasks and special projects as required.
  • Employee Support & Office Communication: Serve as the primary point of contact for employee queries related to day-to-day operational matters. Ensure timely and effective communication with internal stakeholders regarding issues impacting the office environment and company premises.
  • Facilities & Contractor Coordination: Liaising with maintenance companies and external contractors regarding any work that is required to take place in the company locations.
  • Corporate Card Administration: Manage corporate card processes, including recording and reconciling monthly credit card statements. Ensure timely submission to the Finance team in alignment with reporting deadlines.
  • Travel & Logistics Support: Assist the Office Manager in organising business travel for employees and guests, including flights, transfers, and hotel bookings. Embed sustainability considerations into all travel arrangements.
  • Travel Records & Audit Preparation: Maintain accurate records of all travel activities. Conduct monthly reviews and support the preparation of documentation for annual audits.
  • Expense & Finance Coordination: Keep the travel and expense database up to date. Collaborate with the Finance department to invoice personal travel costs and support the processing of employee expenses.
  • General Administrative Support: Provide ad hoc support to management and the Office Manager as required, contributing to the smooth running of office operations and business activities.
  • Any other ad hoc tasks required.

FAQs

What are the primary responsibilities of the Reception Admin Coordinator?

The primary responsibilities include welcoming clients, managing meetings, handling incoming calls and mail, coordinating couriers, maintaining the reception area, supporting employee queries, coordinating facilities and contractors, managing corporate card processes, and providing general administrative support.

What skills are required for this role?

The key skills required include excellent communication and stakeholder management, strong organizational and time management abilities, high attention to detail, proactive problem-solving skills, and proficiency in Microsoft Office and expense/travel systems.

Is previous experience necessary for this position?

Yes, a minimum of 2 years' experience in a similar role is required.

Where is this position located?

This position is based in our Battersea office.

What kind of benefits are offered with this role?

Benefits include staff discounts, health and wellbeing support, Perkbox discounts, a cycle-to-work scheme, a generous annual leave allowance, a pension scheme, and opportunities for training and skill development.

What is the duration of this role?

This role is offered on a full-time basis for 12 months.

Are applications reviewed on a specific timeline?

Applications are reviewed on an ongoing basis, so it is recommended to apply early to avoid missing out.

What values guide Vivienne Westwood as a company?

The core values include Gaia, Quality not Quantity, Activism, Culture & Heritage, which reflect the brand’s commitment to sustainability, innovation, and the arts.

Is there an opportunity for career development within this position?

Yes, there are opportunities to build new skills and gain valuable industry knowledge.

Does the company have a policy on diversity and inclusion?

Yes, Vivienne Westwood is an equal opportunity employer committed to diversity and inclusion, prohibiting discrimination and harassment of any kind based on protected characteristics.

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Vivienne Westwood

Fashion & Arts
Industry
201-500
Employees
1971
Founded Year

Mission & Purpose

Founded in the 1970s, the Vivienne Westwood brand offers a wide range of clothing, accessories, and footwear for men and women, characterised by bold prints, unconventional silhouettes, and exquisite craftsmanship. From statement-making dresses and tailored suits to edgy outerwear and accessories adorned with the brand's signature orb logo, Vivienne Westwood's collections reflect a unique blend of glamour and sophistication. With a commitment to sustainability and ethical fashion practices, it advocates for environmental conservation and social justice.

Culture & Values

  • We strive to make quality products that respect people and the planet with every design decision by focusing on four key areas: Gaia, Quality not Quantity, Activism, Culture & Heritage. These core values inform every decision across our business & design and reflect the way we work & behave towards each other every day.

  • We use our collections, collaborations and catwalk shows as a platform to capture the imagination, and as an energizing force to promote awareness and campaign for positive activism. We strive to make our clothes with greater care, keeping heritage, craftmanship and tradition alive through innovative design. We call on our community to engage with the world we live in through appreciation of Arts & Culture.

  • We use our brand voice to raise awareness of the environmental impact of overconsumption, urging people to buy less and buy better quality clothes, while creating collections that meet this standard.