Front of House Coordinator - WPP AUNZ

Summary about this job

Detail information about job Front of House Coordinator - WPP AUNZ. Terms and conditions vacancy

Company Description

Landor and WhiteGREY are part of WPP AUNZ, the leading marketing communications services group in Australia and New Zealand. Both offices are housed in a beautiful historic building located in 1 Kent Street, Millers Point. 

As the Front of House Coordinator you are the face of Landor and WhiteGREY Sydney and the first point of contact for all WhiteGREY and Landor clients and suppliers. Whilst ensuring the smooth day-to-day running of the company’s reception area and office you are also tasked with being an administrative support to both agency’s needs. 
 

Job Description

Reception & Office 

• Company ambassador – meet & greet clients and announce appointments for staff. Ensure that first impressions of Landor and WhiteGREY are both professional & friendly.
• Field incoming calls and direct accordingly. 
• Ensure that reception, meeting rooms and stationary room are presentable at all times. 
• Maintain and restock office supply orders, including kitchen orders, stationary and printers.
• Book couriers and distribute mail.
• Check calendars for client meetings and set up rooms accordingly.
• Prepare for meetings (catering, water, coffee) and ensure video conferencing and polycom’s are operational at all times. 
• Clear rooms after use and prepare for next meeting. 
• Coordinate catering orders as required/manage spreadsheet with job number allocation to assist with billing.
• Assist with management of internal IT requests.
• Email daily out of office note. 

Administration 

• Update phone and email listings for both Landor and WhiteGREY and distribute.
• Update organisational charts for Landor and White Grey
• Submit expenses for WhiteGREY house and select personnel on Landor management team
• Administer cabcharge account for Landor and White Grey
• Facilitate new supplier set up and purchase order creation for select personnel on Landor management team.
• Assist with freelancer timesheets.

Other 

• Assist with travel bookings including travel itineraries, accommodation and transfers.
• Assist in organising social and fundraising events across both Landor and WhiteGREY.
• Assist in organising cards and gifts for employees as directed by the Office Manager and HR and maintain gift register.
• Ad-hoc requests by management team on occasion.

HR

• Assisting with starters/leavers administration and set-up as directed by Office Manager and HR.
• Coordinate new starter induction process including seating plans, introductions, walk around, desk set up, email set up, business cards, building swipes, AMEX cards etc..
• Ensure 100% completion rate for WPP online training course.

Qualifications

• Strong interpersonal and relationship skills including negotiation and problem solving;
• Ability to work autonomously as a committed member of the Administration team;
• Demonstrated ability to identify and resolve problems;
• Well groomed with a sense of style and flair
• Have a sound knowledge of Sydney (preferred, but not essential)
• Exceptional presentation and organisational skills, a professional attitude, the ability to juggle multiple tasks and possess a caring nature
• Willingness to pitch in and do what is necessary to get the job done
• •Computer literacy and proficiency in Microsoft Office – Word, Excel and PowerPoint

Additional Information

Please note only successful applicants will be contacted.