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Office Manager & Receptionist

Captify / London / Administration & Events
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Job Overview

You are pivotal in representing Captify, as you are the first face our employees, clients, partners, VIP visitors and international colleagues will see each day. We’re looking for someone who is bright, super personable and proactive, who prides themselves on remembering regular visitors and offering an exceptional service to make them feel welcomed and part of our culture.

We’re approximately 145 employees and many are still working from home. Our Covent Garden London office spans three floors and whilst you’re filtering calls, the main focus is to ensure the office is presented as a vibrant and buzzy environment. You’ll be responsible for opening and setting up the office each day at 8am, so good time-keeping and reliability is key.

The role requires a super proactive, confident and positive individual who is a fantastic problem solver and thrives as the “go to” person. It’s a brilliant opportunity for someone who likes a fast-paced working environment and juggling different priorities with excellent customer service skills.

Key responsibilities

  • You’ll be a consistent and cheerful face of Captify for our employees, clients and visitors.. You’ll ensure the office is an environment which represents the Company and our culture
  • You will be responsible for opening and setting up the office each day for an 8am prompt start, making sure the coffee machine and breakfast is replenished and we have music on across all three floors.
  • You’ll be sat front of house to meet and greet all visitors and answer/screen calls, taking messages and re-directing as appropriate.
  • Manage all health and safety procedures, including fire, first aid and DSE checks and ensure we follow the latest COVID guidelines.
  • Manage office security by following procedures, ensuring we have a new starter and leaver process in place
  • Identifying and resolving office maintenance issues (furniture, fittings and equipment)
  • Whilst ensuring the reception area, meeting rooms and general office is clean, tidy and presentable at all times, you’ll also organise incoming and outgoing deliveries and couriers.
  • Replenish supplies and stationery, ordering weekly shopping and items for internal and external staff events (including organising Friday drinks, our Christmas and Summer party)
  • Manage all third-party suppliers providing services to our office (e.g. cleaners, plumbers, handyman) and where appropriate researching alternative suppliers and making recommendations
  • Assist the IT department with day to day support, including ordering equipment and escalating issues
  • Assisting with meeting room bookings and video conferencing equipment, especially for monthly and quarterly internal events
  • Assist the People Team with on-boarding new starters; including re-organising floor plans, ensuring that their desk and computer is set up in a timely manner
  • You will also be heavily involved in events and will be the 'go to' for creating high morale and amazing social/parties for the team! You will be a valued member of the People team and should love being kept busy in a fast paced environment!
  • Work collaboratively with People Team, Finance, Marketing and other relevant departments where necessary.
  • You will support employees with travel bookings, including flights, accommodation and covid tests if needed.

Required skills

  • You will have exceptional customer service skills – it’ll take a lot to know you’re having an off-day.
  • Have an approachable, proactive personality, communication is key as you will be the heart of the office and the embodiment of our culture and values
  • You not only have excellent attention to detail, you will be someone who generally cares about our visitors and office environment.
  • Ideally you will have some previous reception or customer service experience, but keen to take on more office management responsibility.
  • Ability to be resourceful, solution orientated and proactive in dealing with issues that may arise, whilst always looking for the most cost effective option

  • Ability to organise, multitask and prioritise
  • Proactive approach. We like creative people and creative solutions. No idea is too crazy
  • Proficient using Excel, and other Microsoft software

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Captify Overview

Captify are the largest holder of 1st party consumer search data outside of Google, and its unique technology understands the intent of consumers across all channels, including voice Search, desktop on-site search and in-app search.

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