Studio Coordinator Ilm

Job Description

Positon Summary

As a member of the Facilities team, the role has overall responsibility for ensuring exceptional service to all visitors, clients and crew of the studio. The role is responsible for ensuring an invigorating social events calendar as well as excellent working experience for staff. They have responsibility for the Front of House and Reception area, meeting rooms and the look and feel of the visitor and crew experience.

What you'll do:
• Workstation based at the reception desk greets visitors to the studio and manages the phone system – takes complete responsibility and ownership for the management of the front of house and the caller/visitor (including VIPs) experience ensuring this is carried out to the highest standards. Manages an effective rota on the Front desk as required depending on scheduled VIPs attending the studio.
• Assists with the studio's social responsibilities and the Social Rebels group – project managing events, creating and running project teams for each event and managing the budget with finance and line manager.
• Responsibility for booking and receiving international and domestic deliveries/shipments. Liaising with relevant departments and with counterparts in global studios. Tracks costs.
• Manages the meeting rooms including all bookings, efficiency, refreshments and ensuring they are maintained to a high standard throughout the working day with refreshments and consumables replaced as necessary by utilising the Runners. Knowledge of Google Meet and the conferencing systems, assist users with setting up their meetings etc.
• Manages all travel bookings for general staff – up to date knowledge of theTravel and Expense Policy.
• Manages all car hire bookings and taxi booking as required. Tracks costs.
• Undertake ad-hoc purchasing.
• Active member of the Studio newsletter team.
• SpaceIQ Management – Undertakes management of any SpaceIQ requests, including supporting the Shows with the Production room requests.
• Manages crew gear and production gift distribution as required
• Assist HR Adviser with relocation related support as required.
• Provide ad-hoc admin support as required.

What we're looking for:
• Strong previous administrative experience within a fast-paced, creative industry delivering high levels of service.
• Experience of working on Reception.
• Previous experience of organising events and a social calendar.
• Strong team player.
• Warm, friendly and polite approach to all visitors and callers to the studio.
• High levels of self-organisation and proactivity, particularly during times of high workload and ambiguity.
• High levels of self-motivation as will often need to get work done with little supervision.
• Able to instinctively read the needs of the Studio so can effectively use own initiative.
• High degree of common sense and practicality.
• Excellent verbal and written communication skills.
• Highly numerical – able to manage petty cash and provide 100% accurate petty cash reports weekly.
• Outwardly demonstrates a positive, helpful and 'can do' attitude to work, always embracing tasks with an enthusiasm and drive to get things done.
• Demonstrates a sense of urgency and pace, e.g. answers phone quickly, gets visitors to their contacts at studio quickly.
• Ability to manage and thrive within an ambiguous environment.
• High levels of accuracy and attention to detail when under pressure.
• Able to build a strong rapport with employees at all levels.
• Must be trustworthy and have a flexible and professional disposition.
• Experience of working with a US organisation beneficial.
• Experience of office management beneficial.
• Highly computer literate. Must be proficient in MS Word, Excel, Power Point, Google Suite.

JoinILM
• • • var jobInfo = {

category: 'Production',

location: 'London, England, United Kingdom',

req: '10026947',

}

Jobcode: Reference SBJ-req9y5-18-224-214-215-42 in your application.