Receptionist

Receptionist

Location: Chertsey

Length: 12 months

Rate: £175 per day

Hours: 9-6pm (some flexibility may be required to adjust timings in line with production needs)

The ideal candidate will be passionate and self-motivated, with focus on providing an outstanding first impression. Welcoming all internal and external clients, showing initiative in customer service and delivering excellent attention to detail.

A background in Front of House, operating software systems, visitor protocols and an understanding of stringent security control measures is required. Administrative, organisational and Helpdesk skills are essential for this role. An understanding of our industry’s workflows, processes and procedures is beneficial.

THE ROLE

The Studio Helpdesk / Receptionist will be a key resource to our Studio team in delivering an outstanding first point of contact for our client\’s experience to all of our creative colleagues throughout their production process and Studio hire. Issuing and tracking long term and temporary pedestrian and vehicle passes using our internal software system in line with GDPR Regulations. Using internal processes / CAFM system, record and communicate all operational, maintenance and compliance tasks to relevant departments to ensure that the facility and its upkeep are maintained – Report all damage to fixtures and fittings and advise on recharges to our client base where required. The role also includes working alongside our cross-functional partners such as Security, Health & Safety and Tech teams.

KEY RESPONSIBILITIES

• Act as the first point of contact for all site visitors, vendors, production crew and our client\’s teams.
• Deal with enquiries promptly and helpfully when directing visitors to the relevant departments.
• Receive and process deliveries, and supervise the collection of items from the Post Room.
• Answer telephone and email enquiries both internally and externally within approved scope. Redirect enquiries to the appropriate person for action.
• Working closely with the security team, manage and maintain the access control system, creating both short and long term ID cards with the relevant approved access permissions.
• Approve and issue vehicle passes adhering to the agreed approval criteria and ensuring site occupancy levels for overflow passes are not exceeded.
• Close all passes at the end of production hire dates, ensuring access is removed from all passes.
• Audit production, tenant & vendors access to ensure information is always updated and correct
• Audit Genetec system to ensure information is updated and correct
• Liaise with the Client Services Manager to understand on-site activity, anticipated busy days and any challenges around access to ensure a smooth access process is maintained at all times.
• Order stationery, lanyards, pass holders, cards, etc. as required for the operational running of the Reception area.
• Maintain registers and consumable stock levels ensuring items are not depleted.
• Work in conjunction with the Security team to maintain strong communication regarding access permissions and site activity.
• Assist with the smooth running of VIP visits and on site events alongside cross-functional partners to ensure the best customer service levels are maintained.
• Report, log and track operational, maintenance and compliance works using the in-house CAFM system. Identify any recharges to our clients applicable.
• Follow up on job task allocation and communicate progress to stakeholders.
• Maintain a high standard of cleanliness within the Reception area and report any defects to the Site and Services Manager.

SKILLS & EXPERIENCE

• Experience in an operational, customer service or Front of House role, preferably within the Studio Facility / Media & Entertainment industry.
• Team player with an ability to coordinate multiple tasks and small projects simultaneously within a fast-paced environment.
• Able to self-motivate, lone work efficiently and set own tasks in line with operational schedules.
• Flexible with excellent organizational and time management skills.
• Excellent communication and administration skills.
• Willingness to make informed decisions and think outside of the box.
• Willingness to continue learning to ensure understanding of current production processes, workflows and studio facilities.
• Ability to work Helpdesk operation hours from 7.30am – 4pm (some flexibility may be required to adjust timings in line with production needs)
• Ability to work across all UK sites, if required (currently Longcross)