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Facilities Coordinator

Location:
Fitzrovia
Company:
Entertainment One

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About Entertainment One









Entertainment One is a global studio that specialises in the development, acquisition, production, financing, distribution and sales of entertainment content. The Company’s diversified expertise spans across film, television and music production and sales; family programming, merchandising and licensing; digital content; and live entertainment. Through its global reach and expansive scale, powered by deep local market knowledge, the Company delivers the best content to the world.

Entertainment One’s robust network includes MAKEREADY with Brad Weston; content creation venture Amblin Partners with Steven Spielberg, DreamWorks Studios, Participant Media, and Reliance Entertainment; unscripted television production companies Whizz Kid Entertainment and Renegade 83; live entertainment leaders Round Room Entertainment; world-class music labels Dualtone Music Group and Last Gang; and award-winning emerging content and technology studio Secret Location.















Position Summary









To assist the Director, Facilities and Reception teams with day-to-day operations across two office sites. This role includes reception duties and general administration responsibilities to assist the Director, Facilities in the smooth running of the office sites to an exceptional standard.















Responsibilities









  • General day-to-day facilities support between two key office sites
  • Full day cover for receptionist on Fridays 9:30-6pm, and ad-hoc reception cover as necessary
  • Assist reception with distribution of incoming post and packages to staff
  • First point of call for air-conditioning change requests
  • Assist with arrivals for screenings/large meetings (during working hours, offer drinks and refreshments as requested)
  • Archiving project- (sourcing new company, merging different suppliers into one)
  • Assist with office cost reductions
  • Champion health and safety requirements around the office
  • Process invoicing pre & post ordering through online PO system
  • Booking any upcoming temp cover for Reception
  • Training all new receptionists/team assistants
  • Weekly grocery shops and distribution of all food delivers between all floors
  • Adding various costs to log so we can see accurate monthly spends
  • Approve low value order requests from reception at both offices
  • Managing the stationary account and working with receptionists to review spends
  • Approving stationary orders and business cards for all UK
  • 1st point to order all cleaning supplies for Warren St
  • Hanndling secruity fob distribution/collection for all UK starters and leavers
  • Managing the conference calling account
  • Assisting in planning desk moves and helping manage on the day of the move
  • Assisting with planning of company events, Christmas, summer as well as smaller office events
  • Tracking fire marshals and first aiders certificates are up to date with training and organising replacements if staff members leave eOne across all UK offices
  • Managing the electricity accounts across both offices
  • Liaise with the IT manager/support analysts for any office related IT problems e.g. meeting room AV down, missing equipment

Reception Duties when covering

  • Flexibility to cover other reception shifts when needed
  • Answer and direct incoming calls including connecting callers to voicemail and taking/relaying accurate messages
  • Meet and greet all visitors and clients and offer refreshments etc.
  • Order couriers/taxi’s and sign for deliveries
  • Collect, sort and frank the outgoing post
  • Keep reception and front of house clear and tidy
  • Oversee the room booking system, changing and rebooking rooms to accommodate meetings and requests
  • Liaise with the Facilities Manager /IT Manager regarding any issues with the system or room requirements
  • Book meeting rooms on request ensuring no clashes and to ensure efficiency of the rooms














Key Competencies









  • Previous facilities/reception experience within a busy office enviornment
  • Exceptional customer services skills
  • Solid communication skills, both written and verbal
  • Excellent time management and organisational skills
  • Ability to multi-task in a busy environment
  • Ability to prioritise with changing workloads
  • Team player
  • Enthusiastic and highly motivated

We thank everyone for their interest but only those candidates selected for an interview will be contacted.

We are an equal opportunities employer and we welcome applications from all suitably qualified persons. To be considered for this position you must provide evidence that you/be able to demonstrate that you have the right to work in the UK








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