Creative Support | Permanent | London | £24,000/annum

Receptionist and Administrative Assistant for Design Practice Job

Job Level:
Job Type:
Software Skills:
Excel, InDesign, Photoshop
Job Reference:

An award winning design led architectural practice who work across a variety of sectors is looking for an enthusiastic and proactive Receptionist and Administrative Assistant to join their practice. This is an exceptional opportunity for the right candidate to be the front face of the office and contribute to a thriving business.

You will be tasked with general office admin duties and will be the front face of the office. The candidate will report directly to a senior partner. Responsibilities include:

Reception Duties

  • Welcoming clients and guests as they arrive. Offering and preparing a welcome drink for all visitors
  • First point of call on answering external calls, multiple call taking, screening calls and taking messages
  • Updating internal phone list and staff headshots on regular basis and circulating updates
  • Managing Meeting Bookings through calendar system
  • Preparing and topping up Meetings with tea and coffee and setting up the projector if necessary
  • Incoming / Outgoing mail distribution & management including date stamping
  • Booking taxis and signing for and organising all courier deliveries
  • Organising documents to be sent to the printers/reprographics
  • Organising weekly flowers for reception
  • Maintain photocopiers/printers/plotters including monitoring supplies
  • Keeping reception, front of house and kitchen area clean and tidy at all times
  • Ordering lunches for large meetings
  • Ordering weekly grocery and responsible for ensuring supplies are topped up
  • Ordering weekly cleaners supplies and responsible for ensuring supplies are topped up
  • Daily cleaning of in-house coffee machine before leaving
  • General maintenance of the office including organising repairs

Administrative Duties:

  • Administrative Support to 80+ staff
  • Clearing spam folder with IT on a daily basis
  • Managing stationery stock levels for office, maintaining constant paper supply including plotters
  • Ordering weekly food delivery – fruit / coffee etc.
  • Managing, monitoring and liaising with cleaners for daily, weekly and monthly tasks and ensuring cleaners supplies are topped up at all times
  • Recycling and driving an environmentally friendly approach to office and ordering recycling bags
  • Helping the PR & Communications Assistant with events management.
  • Organise staff events every two months – bowling, cinema, drinks parties etc.
  • Booking travel including international flights and accommodation
  • Booking event attendance for staff and organising logistics
  • Plan and undertake staff induction process
  • Updating the office client mailing list instructed by PR and partners
  • Organising weekly design reviews with the resourcing team
  • Organising Friday office presentations with design team leads
  • Occasional PA duties for the partners
  • Assist the recruitment team with application processing and coordination interviews

Essential Skills and Personal Strengths of the Receptionist

  • Preferable knowledge of Adobe suite – InDesign, Photoshop etc.
  • Have had at least 2 years experience in similar role
  • Competent in Microsoft Office Packages including excel
  • Highly organised, committed with a strong sense of time management
  • Excellent communication skills including professional telephone manner
  • Proactive, enthusiastic with a can-do attitude
  • Friendly, polite and enjoys rallying enthusiasm amongst the staff and participating in the office culture
  • Be presentable and dress smart and have a professional manner at all times

This is a unique opportunity to perform a pivotal role within a vibrant architectural practice. If it sounds like you have the right attitude to be the perfect Receptionist, get in touch with Gabrielle Saw, Creative Support Team Leader at Adrem Group ASAP.

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