Hospitality Lead

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock 'n' roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT's 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe.

Position Purpose

The Hospitality Lead oversees a mixture of specialties including Customer Service, Reception, Administrative Support, and Office Management. This role is responsible for creating a welcoming environment and seamless experience for all TAIT's visitors, supporting customers (and global team members) with travel arrangements/local logistics, supporting client visits, and managing the Wakefield Office Front Desk Area.

Responsibilities

• Create a welcoming environment for visitors, clients and contractors.
• Travel and logistics support – providing support with planning and coordinating local and international travel arrangements for both clients and internal staff.
• Support with the coordination of meetings and conferences – coordinating and overseeing client visits including securing facilities to host meetings, arranging catering and other related tasks.
• Overseeing the front of house/reception areas – create a welcoming and professional environment for all visitors.
• Proactively taking inventory of office supplies and replenishing as and when required. Own the reorder process for all office supplies and canteen supplies.
• Administrative requests from time to time in support of shared services and/or other departmental needs.
• Assisting the Executive and Senior Leadership teams with ad-hoc tasks as required.
• Assisting and/or managing the organization of company events.
• Maintain office credit card and process monthly expenses for office supplies for approval and system entry.
• Promptly and professionally handle incoming calls and direct them to appropriate person, taking messages where necessary. Ensure calls are logged onto the CRM for future tracking and reference.
• Executive support – Supporting members of the senior team with client-specific support tasks when required.
• Communicate with clients and guests ahead of their visit, offering assistance and ensuring they feel welcomed and expected.
• Treat every visitor as a VIP and provide intuitive guidance (clients, vendors, staff).
• Ensure visitors are correctly signed into the building and have correct parking permits and badges where required.
• General administrative support – assist with general administrative duties, special projects and ad-hoc client requests as assigned.
• Management of fleet – Booking cars and ensuring correct documentation is taken and filed.
• Management and coordination for office Lease documentation.
• Recording and liaising for office Governmental documentation validity and renewal such as Trade license, establishment cards, registration, etc.
• Building relationships to develop an understanding of regular visiting clients and their requirements to ensure their visit is seamless and productive.
• Supply management – responsible for the order and management of office supplies, kitchen supplies and supermarket food orders.
• Facilities and QHSE support – work with Facilities Management to ensure office areas and conference rooms remain clean, tidy and well-maintained.

Position Requirements

• Customer Service Orientation: The ability to prioritize and meet the needs of guests, providing excellent service and ensuring their satisfaction.
• Communication Skills: Effective verbal and written communication skills to interact with guests, colleagues, and vendors professionally and efficiently.
• Attention to Detail: The capability to pay close attention to details, ensuring that all arrangements and accommodation are accurate and meet guest expectations.
• Problem-Solving: Being able to quickly and effectively resolve guest issues and complaints, finding creative solutions to ensure guest comfort and satisfaction.
• Organization: Strong organizational skills to manage reservations, schedules, and event logistics, ensuring everything runs smoothly.
• Adaptability: The ability to adapt to changing circumstances and handle unexpected challenges that may arise during events or guest stays.
• Teamwork: Collaborative skills to work effectively with other staff members, including housekeeping, food service, and management, to provide seamless guest experience.
• Time Management: Efficiently managing time and prioritizing tasks to ensure that all responsibilities are met without delays.
• Conflict Resolution: Skill in de-escalating conflicts and handling difficult situations with diplomacy and professionalism.
• Customer service experience.
• Excellent written and verbal communication skills.
• No degree is required.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.