Lead Receptionist

Lead Receptionist

London Full-Time No home office possible
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Job Title: Lead Receptionist
Reporting to: Office and Front of House Manager
Working hours: Monday – Friday 10:00am – 6:00pm (additional hours as required)
Salary: £29,500

Key Responsibilities

  1. Reception Management
    • Manage and oversee the day to day Reception tasks and duties, assisting the Office & FOH Manager with managing the Reception team.
    • Provide administrative support to the Office & FOH Manager as required.
    • On a daily basis, check the cleaners are fulfilling their duties in the gallery areas.
    • Advise the Senior Operations Manager of any repairs or redecoration which are required.
    • Monitor stocks of stationery and kitchen supplies, ordering anything as and when needed.
    • Support the Office & FOH Manager with hiring of Reception staff and assisting with interviews.
    • Train all new members of the Reception team (casual and fixed).
    • Liaising with the Sales team regarding important clients and visitors on site.
    • Oversee preparation of meeting rooms for Directors and Sales Executives client meetings, including water, coffees, etc.
    • Liaising with the Sales and Exhibitions departments to be briefed on artworks prior to new exhibitions.
    • Liaise with the Events department ahead of all gallery events.
    • Work closely with the Office & FOH Manager in preparation of new exhibitions (risk assessment, health and safety, security etc).
    • Issue purchase orders and submit credit card expenses in a timely manner in line with company procedure.
    • Liaise with sister galleries in order to maintain consistency across all sites (Paris, New York, Hong Kong & Seoul).
    • Designated First aider and Fire warden (training provided).
  2. Sales Support
    • Assist with maintenance of the internal client database (updating material sent, logging new information etc.).
    • Assist with creating client PDFs and with editing artist PDFs.
    • Coordinate posting of client sales packs and catalogue mail outs as instructed.
    • Responsible for sourcing and printing images for internal and external client meetings and/or packages.
    • Assist with the preparation of client lists such as call lists, offer select lists, contact lists for events, email and catalogue mail-outs.
    • Sales catalogue management and distribution – involves checking the stock in the library & anticipating catalogue needs ahead of exhibitions.
    • General Enquiry Sales redirections (moving from US to EMEA inboxes).
    • Printing and distributing floor plans and works available lists before any PVs or events.
    • Ad hoc duties as assigned.
  3. Joint Reception Duties
    • Set up the gallery daily for opening – turning on the lights and any film, sound or works etc as per Exhibitions instructions.
    • Answering and transferring calls promptly and efficiently to the correct member of staff.
    • Greeting visitors, artists and clients, ensuring Sales staff are made aware of any client visits.
    • Keeping reception area, cupboard and gallery spaces tidy and presentable at all times.
    • Booking taxis for clients/directors as required.
    • Booking meeting rooms.
    • Responding and processing general email enquiries.
    • Working late for Opening Nights and other events, fulfilling any reception duties required.
    • Receive and sign for incoming post and deliveries, distributing accordingly.
    • Arrange couriers and post as required.

Person Specification

  • Experience working in Reception for a commercial art gallery is desirable.
  • Excellent time-management skills and ability to prioritise a variety of tasks.
  • Excellent communication skills.
  • An interest in contemporary art.
  • Strong knowledge of White Cube artists.

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Contact Detail:

White Cube Recruiting Team

Lead Receptionist
White Cube
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