Receptionist / Office Co-ordinator
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Reporting to the General Manager, the Receptionist / Office Coordinator role is responsible for performing reception duties and provide administrative support to the company. The role will provide invaluable support to ensure that the operation delivers exceptional service to its customers, ensuring output meets the requirements of the business.
The role requires the candidate to work flexibly, in a developing environment. In addition, the role may be required to assist, or cover for, other roles within the operation for which full training / support will be given.
Why Solotech?
To take your career to the next level! As a global leader in live productions, systems integration and virtual technology, our team is comprised of more than 2,000 passionate individuals. Our ambition? To deliver spectacular experiences worldwide.
General Duties- Undertake a broad range of general office administration duties, whilst maintaining excellent working relationships with all key business areas
- Receiving incoming calls, post and emails. Perform any necessary checks to ensure calls, messages and documents are allocated correctly to the appropriate individuals and departments
- Processing purchase orders; entry, placement and progress to delivery
- Assisting with travel and accommodation requests, making bookings and providing confirmation to relevant staff members
- Staff & resource scheduling; Timesheet maintenance, overtime data input, annual leave and absence / sickness administration
- Maintain diary systems on Company systems and intranet spreadsheet
- Ensuring all visitors to Solotech UK are greeted appropriately and are offered / served refreshments. Responsible for informing appropriate staff members of the visitors’ arrival
- Attending to interviewees including issuing and filing their application forms
- Training event admin; preparation of training room, training catering and training attendee registration
- Administer & Balance Petty Cash, reporting to finance department
- Assisting with general accounts / credit control activities, processing credit cards and maintaining records, databases and spreadsheets
- Taking card payments in liaison with finance team
- Making card payments for stationary / facility POs, checking that we do not have credit accounts
- Liaise with wider reception team to check hotel invoices match PO’s before sending to finance
- Inspect cleanliness liaising with the cleaner, ordering kitchen / utility / stationary supplies and taking gas / electric meter readings monthly
- Responsible for replenishing first aid kid when stock is low
- Repairs / Returns Admin Support - Supporting Hire, service and installations
- Informing Birmingham Service of items on delivery
- Managing shipping (via internal logistics) repairs to Birmingham
- Liaising with the Birmingham team to manage third party repairs
- Any other reasonable ad-hoc requests as required by your manager.
Essential Skills / Experience:
- Highly organised, with planning, decision making and problem-solving skills
- Effective administration skills, together with a good working knowledge of Microsoft Office and the ability to use database software is essential
- Flexibility and adaptability, capable of multitasking, while remaining calm under pressure
- Demonstrate an ability to maintain discretion and confidentiality
- Ability to anticipate problems and find effective solutions aligned to the Company's policies procedures
- Intuitive with the ability to work alone and take the lead when problems arise, or when tasks require completion
- Able to adapt to fast paced working environment.
Level of education:
- 5 GCSE’s A*- C / 9 – 5 (or equivalent) or equivalent working experience
Work experience:
- 1 year of experience in a similar position
- Working knowledge of the pro-audio industry or associated markets will be advantageous
Essential Requirements:
- Right to work and remain in the UK
Our offer to you:
- Competitive Medical Cash Plan
- Employee Assistance Program: free counselling, legal support & 24.7 help line
- Opportunities for training and career advancement
- Pension plan with employer contribution
- Cycle to Work Scheme
- Income Protection
Don’t have all the required skills? Apply anyways! We acknowledge that experience comes in different forms and encourage everyone to apply. We appreciate your time and look forward to considering your application!
Find out more at: www.solotech.com