Front of House Coordinator Role
The Front of House Coordinator plays a pivotal role in the Office Management Team and the overall agency collective.
Job Description:
As the first point of reference for all prospects, clients, employees, and future employees, the Front of House Coordinator sets the tone for our culture and creates an unforgettable experience through their interactions.
They require excellent verbal and written communication skills, with an attention to detail, and are solutions-focused, efficient, and able to multi-task in an agile way.
The ideal candidate is bubbly, sunny, smiley, sparky, confident, and able to manage tasks autonomously.
With a can-do attitude and a willingness to learn new digital systems, they will take responsibility for managing and troubleshooting basic entry-level issues to ensure staff and clients can work efficiently.
This role is perfect for individuals with frontline hospitality or retail experience who are looking for a challenging and rewarding career opportunity.
Key Responsibilities:
* Greet guests and staff confidently and personably by first name terms (where possible) – whether in person or over the phone.
* Provide guests with refreshments whilst waiting for their host(s).
* Manage incoming calls and emails – answering in a timely, polite, and warm manner.
* Perform general administration duties, helping the Management Team when there's capacity and when it's not detrimental to Front of House duties/ tasks.
* Help all staff with meeting room bookings and management.
* Keep the agency consistently clean, tidy, and well-maintained – including the Front of House, kitchens, and communal areas.
* Understand the roles occupied by everyone in the agency: who works in what team, and who is to be contacted on matters such as recruitment and new business.
* Assist with event set-ups and pack-downs with the Head of Experience.
* Assist the Collective with awards submissions.
* Order weekly in-house food and drink supplies for the Collective ensuring the correct levels are ordered, at the correct time, in the most cost-effective way.
* Book travel arrangements for staff travel.
* Help the Head of Experience to manage building maintenance requests.
* Organise catering for meetings/events – finding the best quality, and most cost-effective options.
* Familiar with user manuals for office equipment and knows who to contact in the case of equipment failure or breakdown.
* Prioritise tasks and understand when to elevate potential issues before they arise (calmly).
* Ensure meeting rooms are stocked with pens/pads/post-it notes and clean cutlery and crockery – each meeting room will be cleared out after every meeting and a stock of the meeting room cupboard will be completed weekly.
* Receiving orders from F&B suppliers and ensuring fridges and pantry are stocked effectively.
* Promote and visibly demonstrate the Collective culture, being a key member of the Social Collective.
* Learn about boardroom equipment to support staff with troubleshooting and meeting set-ups.
* Familiar with macOS and Apple computers.
* Learn to book and manage boardroom calendars via Office365 platforms.
* Learn and manage office displays with relevant content.
* Learn and help manage internal 365 sites.
* Report and prioritise wide-reaching tech issues to IT in a calm manner.