Office Manager & Receptionist - Operations in City of Westminster

LW Entertainment (LWE) is an entertainment company with musical theatre at its heart. Founded in 1977, we exist to represent, manage, and licence the work of the most commercially successful composer of all time, Andrew Lloyd Webber. We oversee the portfolio of brands under Andrew Lloyd Webber (ALW) Musicals and collaborate with best-in-class partners to extend into traditional and non-traditional entertainment mediums, reaching existing and new audiences all around the world.

The Operations department is responsible for managing and overseeing the day-to-day operations of the Company to ensure efficiency, effectiveness and a safe working environment. They oversee Company policies and processes, resource allocation, and general company logistics, including office management tasks, maintenance of workspaces and overseeing technology systems, ensuring everything runs smoothly.

The Office Manager & Receptionist is responsible for ensuring the smooth running of the office and building day-to-day. Duties include:

• Managing reception, coordinating meeting spaces, organising Company events, communicating Company news, supporting on HR duties (such as induction), maintaining health and safety guidelines, managing budgets, general building management and other ad hoc tasks as and when required.

They must be a great communicator with a polite and professional approach, being able to cope with multiple tasks simultaneously.

MAIN RESPONSIBILITIES:

• Reception: First point of contact for all Company staff & visitors - to meet and greet guests on arrival. Answer the main telephone line and deal with all enquiries – forward and screen as necessary. Monitor and maintain the reception inbox - to respond/forward correspondence and queries as necessary. Monitor and maintain the Stock & Amateur enquiry inbox, forwarding all enquiries as appropriate. Management of reception and organise cover for lunchtime, sick leave, annual leave.
• Meetings and Rooms: Management of meeting room calendars and bookings; set up and clear away of external/internal catering, and to provide drinks and food as necessary. Manage catering services for meetings/social events. Adhere to IT guides to ensure functionality of meeting room equipment for conference calls/videos and presentations. Ensure the meeting rooms are kept clean and tidy between sessions. Ensure meeting room fridges, tea, coffee and refreshments are stocked up regularly.
• Post & Deliveries: Sort and distribute deliveries and mail. Arrange delivery of letters and packages as and when required.
• Company News & Information: Serve as the go-to for office enquiries - have an overall general knowledge of the Company’s processes and staff whereabouts. Work with the People & Culture team to maintain and update information on staff Intranet site. Manage staff birthdays, leaving parties/cards and gifts, and other ad hoc cards and gifts. Provide a weekly newsletter to the Company with all recent news, upcoming events and important information for the following week.
• Building Management: Main keyholder and point person for all building related out of hours emergencies. Responsible for office security – including keys, fobs, door access system, alarm systems and CCTV. Management of the building maintenance contracts and services, including air conditioning, lighting, plumbing, electrical, mechanical, structural and gardening – to liaise with contractors to organise planned preventative maintenance, service call outs and remedial work. Management of office cleaning and recycling contracts, and to arrange additional work as required. Manage and oversee the office utility contracts, and act as main point of contact for all accounts.
• Health & Safety: Using the operations calendar, liaise with external companies to coordinate all necessary procedures and appointments to ensure Health & Safety standards & legal requirements are being maintained. Coordinate the appropriate fire safety, and health & safety induction and training for new staff. Review and update health and safety policies & records and ensure they are observed. Conduct annual audit of Health & Safety policies and procedures.
• Office Facilities & Services: Maintain the photocopier service/equipment through external service providers. Management of the taxis & couriers and act as main point of contact for all accounts – arranging couriers and taxis as required. Monitor stationery and kitchen supplies - make orders as required. Administer the reception newspaper and magazine subscriptions. With instruction from the Leadership team, coordinate office layout, aesthetic, and decoration. Coordinate and budget ad hoc office repairs and proposed structural changes as and when required. Oversee the office storage and filing requirements. Ensure office workspaces and storage spaces remain tidy and organised at all times.
• Finance & Budget: Record office expenditure, approve and code office administration invoices on a weekly basis. Produce an annual office overheads administration budget for approval from the Finance Director & Group CFO.
• ALW’s Executive Suite & Private Office: Management of services and facilities, including building maintenance, cleaning, security, and TV equipment – to liaise with external contractors as necessary. Assist the Private Office with managing ALW’S fan mail.
• People, Culture & Other Duties: Assist the People & Culture department with inbox management, enquiries, applications, and induction of new staff. Manage and update the staff induction pack, org chart and seating plan. Manage the staff benefits, including the Eyecare Scheme, Bike2work, Theatre Tickets & Review Scheme, Staff ID Cards and other benefits as and when requested. Support the People & Culture department with Company initiatives such as Showtime – manage & coordinate quarterly events for staff; Ownership of Charity of the Year initiative, tracking all fundraising and acting as first point of contact for information. Lead and deliver all Company social events. Chair of the Social & Charity Committee. Work with Coordinators, PA’s and EA’s to coordinate and deliver extensive Christmas card and gift list in a timely manner on behalf of the Company. Support People & Culture department with Company social media accounts.

PERSON SPECIFICATION:

• Solid administrator with strong working knowledge of Office 365.
• Highly organised and adaptable, able to manage shifting priorities.
• Proficient with Excel and confident with budget management.
• Welcoming and professional demeanour with excellent communication skills and telephone manner.
• Strong understanding of health & safety requirements for an office environment.
• High attention to detail.
• Strong time management skills, with the ability to work to deadlines.
• Ability to manage vendors and external suppliers.
• Ability to oversee and manage multiple priorities.
• A flexible “can do”, patient and calm attitude – especially under pressure.
• Comfortable working independently as well as part of a team.
• Able to maintain complete confidentiality and work with the utmost discretion and integrity.
• An ability to build rapport quickly and communicate across all levels of management.
• Previous experience of office management or administrative role desirable.
• Experience in planning and coordinating social events desirable.
• An interest in the entertainment sector desirable.
• Full time in the office.