Office Assistant
Description
Front of House Office Assistant – Passion Pictures (6 months Fixed Term)
We currently have an exciting opportunity for a friendly, proactive individual to join us at Passion Pictures as a Front of House Office Assistant.
You will be the face of our UK Head Office, as the first person to greet our clients, facilitating a welcoming and warm first impression to the business. Supporting the Office Manager with administrative related items for our UK head office, Rathbone Place, and alongside the Office runners for day-to-day maintenance of the Rathbone Place building. This role is not strictly desk-based and can be physical depending on tasks at the building and operational team projects.
General Duties:
1. Warmly greet guests at reception, ensuring they feel welcome and comfortable whilst waiting.
2. Answer and manage incoming calls to the office reception phone, directing calls where required to the appropriate individuals and teams. Monitor and organise the reception and info mailboxes, ensuring timely responses to enquiries.
3. Order office supplies as required, including stationery, office equipment, and food shop.
4. Organise with the Office manager contractors for onsite maintenance works. Coordinate bookings with the office runners as needed.
5. Review weekly cleaning service; note if extra cleaning is necessary, document problems, and save into SharePoint.
6. Filming Equipment support - Assist teams in sourcing in-house kit and updating the equipment log.
Admin Support:
1. Maintain and update Community pages and operations SharePoint site/ assigned spreadsheets with useful information and relevant documents for building and digital record management.
2. Accept and organise mail/courier deliveries and collections as needed. Notify teams of post; scan and send items to the relevant people or teams as required.
3. Book taxis and couriers as requested.
4. Oversee and maintain meeting room and building-related calendars, ensuring efficient scheduling and availability.
Meeting Rooms:
1. Ensure local meeting room is mindfully maintained and that all visual audio equipment is on and working.
2. Provide water, tea, and coffee before meetings upon request.
3. Coordinate with the runners on the other rooms based on bookings.
Office Manager Support:
1. Assist Office manager with maintaining health and safety, security, and office maintenance records and policy enforcement for the building including:
2. Weekly fire alarm testing log
3. Daily fire walks in the building
4. Coordinate annual fire alarm drill
5. CCTV checks
6. Fire Marshal and First Aider support
Any other ad hoc tasks set by production management/ office management/ finance.
Attributes:
1. Solution focused
2. Patient
3. Warm
4. Self-driven
5. Organised
6. Adaptable
7. Team focused
8. Collaborative
9. Creative
10. Attentive
Skills:
1. Customer Service
2. Time Management
3. Microsoft 365 platform (Core Apps: Outlook + Calendar, Excel, Word, PowerPoint, Planner)
4. Zoom Conferencing software
5. Base understanding of Mac & PC operating systems (Desirable)
6. Problem solving
7. Creative tool programs (Canva, Photoshop skill)
Experience: 1 year in a customer-facing or Reception-based role.
Please submit a CV and 300 – 500-word cover letter with a short introduction about yourself, what skills you will bring to the role, and why you’d like to join Passion.
Passion Planet has indicated that people from lower socio-economic backgrounds are underrepresented in their organisations, so they welcome especially applications from this group. #J-18808-Ljbffr