FOH Receptionist / Administrator

No.4 Hamilton Place is the home of the Royal Aeronautical Society (www.4hp.org.uk), a beautiful Edwardian town house in central Mayfair, offering an elegant setting for a variety of events from conferences, dinners, and corporate hospitality through to product launches, awards and private events.

Summary of position

• Front of House Receptionist / Administrator is a key member of No.4 Hamilton Place, comprising the Venue Hire/Event Sales teams

• Reporting to the Event Sales Manager, and working closely with the Venue Hire team, the post holder is primarily responsible for managing the front desk reception area

• The Front of House Receptionist / Events Administrator will also assist in providing administrative support to the Venue Hire / Event Sales team

Primary responsibilities

Reception

• Act as the first and main point of contact in the building to meet, greet and direct clients and guests on arrival, assisting with enquiries from guests and employees during events and day to day

• Provide excellent customer service and a high standard of client experience at all times

• Answer calls in a professional manner and direct as necessary

• Take messages and direct as appropriate

• House-keeping duties to ensure entry lobby and reception area are always kept clean, tidy and organised

Administration

• Assist Venue Hire team with administrative tasks, including but not limited to; data entry onto CRM, reserving spaces for internal events and meetings, mail shots, event sheets, email correspondence, obtaining quotes and facilities management

• Manage shared inboxes for Venue Hire and Royal Aeronautical Society

• Maintain and stock basic office/venue supplies and stationery for all departments

• Distribute post/parcels daily to relevant departments and manage outgoing post

Venue / events

• Assist with ensuring that the venue spaces are kept neat and tidy at a professional level

• Ensure opening and closing of building is proactively conducted and alarms are activated and deactivated as required

• Book cleaning, AV tech and security for events

• Occasional assistance on events and setups as required

• Act as Fire Marshal and Emergency First Aider

General

• Maintain high standard of personal presentation and present the Society in a professional manner at all times

• Liaise with other members of the Society to actively promote opportunities, exchange information and increase professionalism

• Undertake all responsibilities with reference to Society procedures

• Ensure safe working area and work procedures are in line with Society's Fire, Health, Safety and Hygiene policies, Data Protection, Equal Opportunities and other statutory requirements

• Undertake training and development as required/agreed

• Any other duties as may be reasonably required

Note – This job description is not exhaustive and will be subject to periodic review. It may be amended to meet the changing needs of the Society. The post-holder will be expected to participate in this process and we would aim to reach agreement on any changes.

Required skills

• Educated to high standard of GCSE level in Math and English

• Excellent organisation skills and the ability to complete work tasks to deadlines and to a specified standard

• Availability to work outside of usual pattern of working hours when required

• Strong team player with good interpersonal skills

• Positive and proactive approach, able to use own initiative and maintain attention to detail

• Highly effective and engaging communications skills

• Proactive, self-motivated approach and able to think outside the box

• Polite, friendly and professional telephone manner

• High standard of personal presentation

Desirable skills

• Educated to A-level standard or equivalent

• Knowledge of CRM

• Sales Administration experience

• Hospitality background

• Highly focused work ethic

We're a small and passionate team and in return for your commitment, we offer:

• training and support for your professional development

• 33 days paid annual leave (including bank holidays)

• Flexible/hybrid working

• Life insurance

• 8% pension contribution and match up to a further 2%

• Healthcare scheme for medical/dental expenses and mental health and wellbeing support

• Staff social events

We value equality and diversity and positively encourage applications from everyone.

Key details:

Salary: Up to £26,000 per annum (dependent on experience)

If you are interested in applying, please send your application to olivia.easby@4hp.org.uk before the closing date.

As part of our recruitment process, the RAeS collects and processes personal data relating to job applicants. The RAeS is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations. All applications will be deleted or destroyed one month after the recruitment process has ended. Should you wish further clarification, please obtain a copy of our Job Applicant Privacy Notice.

Should you not receive a response from us, please accept this as notification that you have not been successful.