Receptionist

This is a Full Time Job

You'll thrive in this role if you are professional, approachable, and highly organised. You understand the importance of creating an excellent first impression, providing outstanding client service, and maintaining absolute discretion in a fast-paced environment.

Key Responsibilities
• Act as the first point of contact for visitors and clients, providing a professional and welcoming reception experience.
• Answer incoming calls and monitor reception emails, ensuring queries are directed promptly and appropriately.
• Monitor and triage emails into the department's inbox, flagging items for other members of the team as required.
• Register visitors in the building's visitor system, arrange refreshments, and assist with registering external contractors or recurring visitors.
• Book visiting staff from other WME offices into guest desks and offices.
• Work alongside the Facilities team to prepare and clear meeting rooms, ensuring they are client-ready at all times, including setting up water, snacks and furniture for meetings.
• Maintain a tidy and professional reception area and monitor shared spaces for presentation standards.
• Report any maintenance or facilities issues to the Facilities team and assist occasionally when required, e.g., signing in contractors.
• Process contractor paperwork and compliance documents (e.g., insurance, risk assessments) and file electronically.
• Maintain facilities records and spreadsheets, including logs for office maintenance issues, audits, and health & safety documentation.
• Support stock and supply processes – collate stocktakes from the Facilities Assistant, place orders, and maintain trackers for required items.
• Provide administrative support to mailroom operations, including logging deliveries and assisting during busy periods.
• Cover basic facilities tasks when other team members are absent.
• Organise digital and hardcopy filing for FM-related documents such as invoices, checklists and audits.
• Enter data into FM trackers, e.g., incident logs, asset registers and contractor visit logs.
• Assist in coordinating meeting room bookings during busy periods and note recurring technical or setup issues.
• Provide administrative support for workplace events or office projects led by the Facilities Manager.
• Provide occasional cover at other WME Group offices in central London when required.
• Undertake any additional reception or facilities-related administrative tasks as required to ensure the smooth running of the office.

What We're Looking For
• Strong organisational and time-management skills with the ability to prioritise and adapt in a fast-moving environment.
• Excellent interpersonal and communication skills, with a professional and approachable manner.
• A proactive, problem-solving attitude and willingness to assist wherever needed
• Sensitivity to the needs of creative clients – experience in music or entertainment is desirable.
• Competency in Microsoft Office and general IT systems.
• A strong sense of discretion and commitment to confidentiality (all employees must sign a confidentiality agreement).
• Previous experience in a front-of-house or receptionist role.
• First Aid and Fire Warden qualifications or a willingness to become qualified through WME.

Location: 100 New Oxford Street, London (with occasional cover at other central London WME Group offices)
Contract: Full-time, Permanent, hours 9:30am – 6:00pm, Monday to Friday, office-based
Start Date: ASAP

The Hiring Process
• Virtual interview – 30 mins with Recruitment Manager. This will consist of set questions based on soft and practical skills.
• 2nd stage interview – in person/virtual with HR Manager and Facilities Manager.
• 3rd stage interview – in person with Facilities Manager and Facilities Director EMEA.

WME is an equal opportunity employer and encourages applications from qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.