Front of House Coordinator

The Front of House Coordinator is an integral part of the Office Management Team and the overall TBWA\ Collective. As a creative agency with disruption at our core; we want each and every person that steps through our door (visitor or staff) - or who picks the phone up to us - to have an unforgettable and positive experience.

The Front of House Coordinator requires great verbal and written communication skills, with an attention for detail. They are solutions-focused, efficient and can multi-task in an agile way with ease.

The Front of House Coordinator is the first and last point of reference for all of our prospects, clients, employees and future employees; setting the tone of our culture and creating an experience through their interactions. Their strong, bubbly and sunny personality make them stand out from the crowd. They are also smiley, sparky, confident, and able to manage their tasks with autonomy. The Front of House Coordinator is always full of initiative and not afraid to pitch in and get a job done.

Being positioned at the core of the Collective; the Front of House Coordinator should be able to greet each and every TBWA\ staff member by their first name, along with our regular visiting/calling clients and partners. And where they don’t, they’ll know how to find out.

Tech savvy attitude is a must. Has a can-do attitude and a willingness to learn new digital systems and take responsibility for managing and troubleshooting basic entry level issues to ensure staff and clients can work efficiently.

We have a team of passionate and hungry people and the Front of House and Office Manager keeps our Collective humming. This role is agency based, Monday to Friday with no scope for remote working.

• No previous agency experience necessary.
• Would suit individuals with frontline hospitality or retail experience.

Role Responsibilities:

Front of house

• Greet guests and staff confidently and personably, on first name terms (where possible) - whether in person or over the phone
• Provide guests with refreshments whilst waiting for their host(s)
• Manage incoming calls and emails – answering in a timely, polite and warm manner
• Perform general administration duties, helping the Management Team when there’s capacity and when it’s not detrimental to Front of House duties/ tasks
• Help all staff with meeting room bookings and management
• Keep the agency consistently clean, tidy and well-maintained – including the Front of House, kitchens and communal areas
• Understand of the roles occupied by everyone in the agency: who works in what team, and who is to be contacted on matters such as recruitment and new business
• Assisting with event set ups and pack downs with Head Of Experience
• Assist Collective with awards submissions

Office Management

• Order weekly inhouse food and drink supplies for the Collective ensuring the correct levels are ordered, at the correct time, in the most cost effective way.
• Booking travel arrangements for staff travel
• Help the Head of Experience to manage building maintenance requests
• Organise catering for meeting / events – finding the best quality, and most cost-effective options
• Familiar with user manuals for office equipment and knows who to contact in the case of equipment failure or breakdown
• Prioritise tasks and understands when to escalate potential issues before they arise (calmly)
• Ensure meeting rooms are stocked with pens / pads / post its and clean cutlery and crockery – each meeting room will be cleared out after every meeting and a stock of the meeting room cupboard will be completed weekly
• Receiving orders from F&B suppliers and ensuring fridges and pantry is stocked effectively.
• Promote and visibly demonstrate the Collective culture, being a key member of the Social Collective

IT Support

• Learn about boardroom equipment to support staff with troubleshooting and meeting set ups
• Familiar with MacOS and apple computers.
• Learn to book and manage boardroom calendars via Office365 platforms
• Learn and manage office displays with relevant content
• Learn and help manage internal 365 sites.
• Report and prioritise wide reaching tech issues to IT in a calm manner