Lead Receptionist

White Cube; London; On-site; GBP 10,000 - 40,000; Full time

Job description

Job Title: Lead Receptionist
Reporting to: Office and Front of House Manager
Working hours: Monday - Friday 10:00am - 6:00pm (additional hours as required)
Salary: £29,500

Key Responsibilities

1. Reception Management
   • Manage and oversee the day to day Reception tasks and duties, assisting the Office & FOH Manager with managing the Reception team.
   • Provide administrative support to the Office & FOH Manager as required.
   • On a daily basis, check the cleaners are fulfilling their duties in the gallery areas.
   • Advise the Senior Operations Manager of any repairs or redecoration which are required.
   • Monitor stocks of stationery and kitchen supplies, ordering anything as and when needed.
   • Support the Office & FOH Manager with hiring of Reception staff and assisting with interviews.
   • Train all new members of the Reception team (casual and fixed).
   • Liaising with the Sales team regarding important clients and visitors on site.
   • Oversee preparation of meeting rooms for Directors and Sales Executives client meetings, including water, coffees, etc.
   • Liaising with the Sales and Exhibitions departments to be briefed on artworks prior to new exhibitions.
   • Liaise with the Events department ahead of all gallery events.
   • Work closely with the Office & FOH Manager in preparation of new exhibitions (risk assessment, health and safety, security etc).
   • Issue purchase orders and submit credit card expenses in a timely manner in line with company procedure.
   • Liaise with sister galleries in order to maintain consistency across all sites (Paris, New York, Hong Kong & Seoul).
   • Designated First aider and Fire warden (training provided).
2. Sales Support
   • Assist with maintenance of the internal client database (updating material sent, logging new information etc.).
   • Assist with creating client PDFs and with editing artist PDFs.
   • Coordinate posting of client sales packs and catalogue mail outs as instructed.
   • Responsible for sourcing and printing images for internal and external client meetings and/or packages.
   • Assist with the preparation of client lists such as call lists, offer select lists, contact lists for events, email and catalogue mail-outs.
   • Sales catalogue management and distribution - involves checking the stock in the library & anticipating catalogue needs ahead of exhibitions.
   • General Enquiry Sales redirections (moving from US to EMEA inboxes).
   • Printing and distributing floor plans and works available lists before any PVs or events.
   • Ad hoc duties as assigned.
3. Joint Reception Duties
   • Set up the gallery daily for opening - turning on the lights and any film, sound or works etc as per Exhibitions instructions.
   • Answering and transferring calls promptly and efficiently to the correct member of staff.
   • Greeting visitors, artists and clients, ensuring Sales staff are made aware of any client visits.
   • Keeping reception area, cupboard and gallery spaces tidy and presentable at all times.
   • Booking taxis for clients/directors as required.
   • Booking meeting rooms.
   • Responding and processing general email enquiries.
   • Working late for Opening Nights and other events, fulfilling any reception duties required.
   • Receive and sign for incoming post and deliveries, distributing accordingly.
   • Arrange couriers and post as required.

Person Specification

• Experience working in Reception for a commercial art gallery is desirable.
• Excellent time-management skills and ability to prioritise a variety of tasks.
• Excellent communication skills.
• An interest in contemporary art.
• Strong knowledge of White Cube artists.