Reception Assistant

KPF, a global architecture practice with an office in Covent Garden, London, is seeking to recruit an enthusiastic, competent and proactive Reception Assistant to fill this role supporting a central London office of 155+ staff.

The role primarily involves reception duties including guest and employee experience, hospitality, boardroom management with elements of project administration and event planning. As well as working with architects and project teams, you will work collaboratively as part of a larger group of Administration Team including Executive Assistants and Receptionist.

The ideal candidate will be a people person with a can-do attitude who is self-motivated, adaptable and able to work to deadlines. Attention to detail is essential as well as excellent written and oral communication skills and a willingness to get stuck in. This opportunity will suit a candidate with demonstrable office-based work experience who is looking to broaden their administrative skill set. Experience in the architecture industry is advantageous but not essential.

Responsibilities include, but are not limited to:

• Front of House
  • Welcoming and hosting, often high profile visitors to the Studio, offering refreshments whilst they wait
  • Managing and executing meeting room setups for all meetings
  • Answering phones, directing calls and co-managing the company info email inbox
  • Ensuring that front of house and all meeting spaces are clean, tidy and presentable
  • Assisting with management of boardroom bookings
  • Accepting and distributing post and deliveries
  • Ad hoc tasks as required
• Studio Support
  • Assisting in organising internal and external project meetings, including setting up for presentations, providing refreshments and meeting and greeting clients where necessary
  • Contributing to building positive and inclusive culture of the Studio through assisting with organisation of variety of events such as Monthly Socials, Friday Social lunches, themed ad hoc happenings as Halloween, Easter, Thanksgiving, the annual Summer and Christmas parties
  • Provide administrative support to project teams and internal committees with producing letters, filing and project documentation
  • Assisting Receptionist with daily set up of snacks and fruits around the Studio
  • Keeping contact records up-to-date
  • Assisting with managing Studio Library in cooperation with Marketing Department
  • Liaise with Facilities regarding general maintenance support as well as event assistance
  • Provide holidays and absences cover for the Receptionist
  • Any further ad-hoc tasks as required

Person specification:

• Excellent administration skills and keen attention to detail
• Excellent verbal and written communication skills
• Proactive and flexible
• Methodical with good critical thinking skills
• Good working knowledge of Outlook
• AI proficient or keen to develop skills within this area
• Ability to prioritise & work under pressure to meet strict deadlines
• Good numeracy skills
• Ability to work independently but also contribute as part of a team
• Ability to get on well with a wide variety of people confidently and professionally

Work Environment:

This position requires you to be in person, in our London office 5 days per week, 9am - 6pm. We offer commitment to professional and personal development through annual reviews and weekly 1x1s with Manager. Weekly Team Catch Ups and bi-weekly Reception Team meetings to offer support, encouragement and build relationships. You can expect working in a multicultural, dynamic and collaborative environment with hardly two days ever the same. Vibrant office culture fostering engagement and open communication. Exposure across multiple departments and global offices.

KPF's mission is to elevate cities through impactful design, collaborating closely with the world's most forward-thinking clients to create high performing, carefully crafted buildings that are unique to their physical, social, and environmental contexts.

Career Growth: Opportunities for training, development, and career progression.

Company Culture: Collaborative, high-performance environment with a focus on innovation and excellence.

Benefits: Comprehensive health insurance including medical and dental, pension scheme with generous company-matching contributions, enhanced paid family leave and other benefits.

This position requires you to be in-person 5 days per week. Applications submitted without a resume will not be considered. KPF is seeking talented individuals who share our mission to elevate cities through impactful design. Our teams range from three to fifty people. No matter the size, we emphasize collaboration, because we believe every voice has value.