Vivienne Westwood
Reception Admin Coordinator
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ABOUT VIVIENNE WESTWOOD
Vivienne Westwood is one of the most iconic British fashion brands, renowned for its heritage, innovative design, and commitment to culture and activism. We care deeply about our people and the environment, and our core values — Gaia, Quality not Quantity, Activism, Culture & Heritage — guide us daily. If you share our passion for creativity, sustainability, and innovation, we’d love to hear from you.
ABOUT THE ROLE
We are excited to offer an opportunity for a Reception Admin Coordinator role to join our Office Management team on a full-time basis for 12 months. This role will be based in our Battersea office.
Overview of the role and responsibilities
KEY RESPONSIBILITIES
Reception Duties
- Welcoming and Assisting Clients: Serving as the first point of contact by professionally greeting and assisting clients, visitors, and stakeholders, ensuring a warm and positive first impression of the company.
- Meeting Coordination: Schedule and manage meetings, including room bookings, calendar invites, and logistics.
- Courier and Transport Arrangements: Organising couriers, taxis, and other transport services in line with company procedures, ensuring timely and cost-effective solutions.
- Reception Area Management: Maintaining a clean, organised, and presentable reception area.
- Telephone Management: Answering, screening, and forwarding incoming calls with professionalism and discretion.
- Mail Handling: Sorting, distributing, and managing incoming and outgoing post and deliveries efficiently and securely.
- Procurement and Supplies: Processing orders for office supplies, refreshments, and other essentials, ensuring stock levels are maintained and supplier relationships are managed effectively.
- Reception Rota & Training: Managing reception handover for temporary staff.
- External Visitor Liaison: Acting as the primary contact for external service providers such as contractors, maintenance personnel, and building management, ensuring compliance with site protocols.
- Health & Safety Compliance: Supporting the completion of health and safety checks, visitor sign-in records, fire drill coordination, and first aid supply monitoring.
- Ad Hoc Administrative Support: Assisting with a variety of administrative tasks and special projects as required.
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Admin Coordinator
- Employee Support & Office Communication: Serve as the primary point of contact for employee queries related to day-to-day operational matters. Ensure timely and effective communication with internal stakeholders regarding issues impacting the office environment and company premises.
- Facilities & Contractor Coordination: Liaising with maintenance companies and external contractors regarding any work that is required to take place in the company locations.
- Corporate Card Administration: Manage corporate card processes, including recording and reconciling monthly credit card statements. Ensure timely submission to the Finance team in alignment with reporting deadlines.
- Travel & Logistics Support: Assist the Office Manager in organising business travel for employees and guests, including flights, transfers, and hotel bookings. Embed sustainability considerations into all travel arrangements.
- Travel Records & Audit Preparation: Maintain accurate records of all travel activities. Conduct monthly reviews and support the preparation of documentation for annual audits.
- Expense & Finance Coordination: Keep the travel and expense database up to date. Collaborate with the Finance department to invoice personal travel costs and support the processing of employee expenses.
- General Administrative Support: Provide ad hoc support to management and the Office Manager as required, contributing to the smooth running of office operations and business activities.
- Any other ad hoc tasks required.
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(Please note this is not an exhaustive list of duties and you may be required to perform additional duties to fulfil the requirements of the role)
PROFILE & KEY SKILLS
- 2 + years’ experience in a similar role
- Excellent communication and stakeholder management
- Strong organisational and time management abilities
- High attention to detail and accuracy
- Proactive problem-solving and initiative
- Proficiency in Microsoft Office and expense/travel systems
- Ability to work collaboratively across teams
BENEFITS
- Staff discounts
- Health & Wellbeing support (includes Private Medical Health Insurance, EAP, Gym Discounts, Access to Financial Planning Service, etc.)
- Perkbox Discounts and Wellness Hub
- Cycle to work scheme
- Generous annual leave allowance
- Pension Scheme
- Training and hands-on experience
- Opportunities to build new skills and gain valuable industry knowledge
Applications are reviewed on an ongoing basis, so we recommend applying early to avoid missing out.
Vivienne Westwood is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, colour, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by local government laws. For our privacy statement please visit this link
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