Welcome Coordinator

This role plays a key part in creating a welcoming, organised and professional environment for artists, audiences, staff, contractors and visitors. The Welcome Coordinator will manage day-to-day reception activities, visitor systems, room bookings, post and deliveries, while providing administrative support to the Operations team.

You will be a warm, proactive and highly organised individual who enjoys meeting people, solving problems and helping things run smoothly behind the scenes. You will thrive in a busy environment and be comfortable managing multiple priorities while maintaining excellent customer service.

KEY RESPONSIBILITIES 

Reception & Visitor Experience 

• Act as the first point of contact for all visitors, artists, contractors and staff entering the building.

• Provide a warm, professional and inclusive welcome to everyone visiting Soho Theatre Walthamstow.

• Manage visitor sign-in procedures and issue visitor passes where required.

• Direct visitors to the appropriate areas of the building and assist with general enquiries.

• Maintain an organised, professional and welcoming reception area at all times.

• Support visiting artists, companies and guests with practical information during their time in the building.

• When required, acting as the primary point of contact at the Stage Door entrance during designated hours.

Administration 

• Manage incoming and outgoing posts, deliveries, and courier collections.

• Maintaining the enquires and events inboxes, and filtering emails.

• Maintain accurate records relating to visitor access, keys, passes, and lost property.

• Support the management of room bookings and maintain booking systems, including Artifax or other scheduling platforms.

• Using Spektrix ticketing system, answer any show queries or sell tickets should people want an in-person sale.

• Assist with ordering and maintaining office supplies and reception resources.

• Provide administrative support to the Operations team as required.

• Maintain accurate records and filing systems.

Building Support 

• Act as a central communication point between building users and operational teams.

• Report building issues, maintenance concerns, or operational incidents to the appropriate team member.

• Support the coordination of contractors and deliveries, ensuring visitors are signed in and directed appropriately.

• Assist with key and access card administration.

• Help ensure reception and public-facing areas remain tidy, safe, and welcoming.

Team Working 

• Work collaboratively with colleagues across Operations, Audience Experience, Technical and Food & Beverage teams.

• Support a positive and inclusive working culture across the building.

• Contribute ideas to improve visitor experience, reception systems and administrative processes.

• Undertake other reasonable duties consistent with the level and nature of the role.

Health & Safety 

• Follow all Soho Theatre health and safety policies and procedures.

• Report accidents, incidents, hazards or concerns promptly to the appropriate manager.

• Assist with evacuation procedures as directed during emergencies.

• Ensure reception records and visitor information are maintained accurately for safety and security purposes, reporting to the Health and Safety committee on a quarterly basis.
  
• Monitor the Fire Alarm panel, adjust modes as necessary with the support of the Duty Manager.