Receptionist & Admin Coordinator

Reception:

• 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

Admin Coordination:

• 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.

Requirements:

• At least 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

About Vivienne Westwood:

Vivienne Westwood is one of the last truly independent fashion companies within the international arena. We produce four clothing labels, leather goods, jewellery and a range of other accessories, fragrances and homewares.

With a design record spanning over 40 years, beginning with punk rock in the 1970s, Vivienne Westwood\’s designs have had significant cultural repercussions far beyond the world of fashion. Today, the Vivienne Westwood brand produces clothes and accessories that appeal to a wide audience: from young to old, rock to royalty.

Vivienne Westwood is looking for a Receptionist & Admin Coordinator to join the Team in the Battersea office on a full-time basis for 12 months.

Benefits:

• Staff discounts
• Health & Wellbeing support (includes Private Medical Health Insurance, EAP, Gym Discounts, Access to Financial Planning Service, etc.)
• Perkbox Discounts and Wellness Hub
• Cycle to work scheme
• Generous annual leave allowance
• Pension Scheme
• Training and hands-on experience
• Opportunities to build new skills and gain valuable industry knowledge