Welcome Coordinator

Soho Theatre Company Ltd; Walthamstow; On-site; GBP 22,000 - 28,000; Full time

Job summary

Soho Theatre Company Ltd in Walthamstow is seeking a Welcome Coordinator to manage reception and visitor services. This role is vital in creating a professional atmosphere for all guests and staff.

The successful candidate will excel in customer service, be warm and proactive, and support the operations team effectively. Responsibilities include managing visitor sign-in, handling inquiries, and ensuring a welcoming environment.

Qualifications

• Strong interpersonal skills and a friendly, warm demeanor.
• Ability to thrive in a busy environment and manage multiple tasks.
• Proficient with administrative duties and reception management.

Responsibilities

• Act as the first point of contact for all visitors and staff.
• Manage visitor sign-in procedures and issue visitor passes.
• Maintain an organised reception area and support room bookings.
• Report building issues and assist with operational concerns.

Skills

Customer service

Problem-solving

Organizational skills

Communication

Multitasking

Job description

Based at the welcome desk at the front of the building, the Welcome Coordinator is the first point of contact for everyone arriving at Soho Theatre Walthamstow.

This role plays a key part in creating a welcoming, organised and professional environment for artists, audiences, staff, contractors and visitors. The Welcome Coordinator will manage day-to-day reception activities, visitor systems, room bookings, post and deliveries, while providing administrative support to the Operations team.

You will be a warm, proactive and highly organised individual who enjoys meeting people, solving problems and helping things run smoothly behind the scenes. You will thrive in a busy environment and be comfortable managing multiple priorities while maintaining excellent customer service.

Key Responsibilities

Reception & Visitor Experience

• Act as the first point of contact for all visitors, artists, contractors and staff entering the building.
• Provide a warm, professional and inclusive welcome to everyone visiting Soho Theatre Walthamstow.
• Manage visitor sign-in procedures and issue visitor passes where required.
• Direct visitors to the appropriate areas of the building and assist with general enquiries.
• Maintain an organised, professional and welcoming reception area at all times.
• Support visiting artists, companies and guests with practical information during their time in the building.
• When required, act as the primary point of contact at the Stage Door entrance during designated hours.

Administration

• Manage incoming and outgoing posts, deliveries, and courier collections.
• Maintain the enquiries and events inboxes, and filter emails.
• Maintain accurate records relating to visitor access, keys, passes, and lost property.
• Support the management of room bookings and maintain booking systems, including Artifax or other scheduling platforms.
• Using Spektrix ticketing system, answer any show queries or sell tickets should people want an in‑person sale.
• Assist with ordering and maintaining office supplies and reception resources.
• Provide administrative support to the Operations team as required.
• Maintain accurate records and filing systems.

Building Support

• Act as a central communication point between building users and operational teams.
• Report building issues, maintenance concerns, or operational incidents to the appropriate team member.
• Support the coordination of contractors and deliveries, ensuring visitors are signed in and directed appropriately.
• Assist with key and access card administration.
• Help ensure reception and public-facing areas remain tidy, safe, and welcoming.

Team Working

• Work collaboratively with colleagues across Operations, Audience Experience, Technical and Food & Beverage teams.
• Support a positive and inclusive working culture across the building.
• Contribute ideas to improve visitor experience, reception systems and administrative processes.
• Undertake other reasonable duties consistent with the level and nature of the role.

Health & Safety

• Follow all Soho Theatre health and safety policies and procedures.
• Report accidents, incidents, hazards or concerns promptly to the appropriate manager.
• Assist with evacuation procedures as directed during emergencies.
• Ensure reception records and visitor information are maintained accurately for safety and security purposes, reporting to the Health and Safety committee on a quarterly basis.
• Monitor the Fire Alarm panel, adjust modes as necessary with the support of the Duty Manager.