Front of House / Team PA

I am recruiting for a unique Front of House Team PA role, based in Mayfair. My client is an investment management firm, specialising in real estate. This split role is responsible for Front of House, offering a 5-star experience to all visitors, clients, guests to ensure the first impression of the company is consistently professional and welcoming. As well as providing PA and diary management for the wider team.

This role is a 12-month maternity cover contract. You will be supporting a team of 20 as Team PA alongside your duties on Front of House. They are looking for someone to join their team immediately, so that there can be a handover period with the current Team PA before she goes on maternity leave. They’re a hardworking team who expect excellence.

Their offices are based in the heart of Mayfair, and you are expected to come into the office every day. The salary is offering up to £35,000 per annum, depending on experience.

What you’ll do:
The role is split across Front of House and Team PA duties, also including Office Management responsibilities.

Team PA

• Diary management for wider team (Non-Senior Directors), checking availability on Outlook diaries and confirming online or in person meetings as appropriate
• Provide administration and diary support
• Arrange team socials & events including Christmas parties, summer parties & quarterly socials
• Coordinate and prioritise travel itineraries including flights, accommodation, and transfers.
• Assist with staff expenses
• Input business card information into system and filing
• Compile and format reports – including typing, formatting and binding
• Hard and soft copy filing
• Meeting minutes/typing/letters as and when necessary
• Understand the needs of the business & prioritising meetings/diaries accordingly

Front of House

• Provide 5-star hospitality to all guests – creating a warm welcoming environment and greeting and introducing to ensure that they receive the best first impression of the company  
• Act as first point of contact for all staff and clients and entering/leaving the office
• Keep the client area tidy and presentable
• Ensure meeting rooms are always set up & cleared promptly
• Ensure that all calls received are managed and passed on to the correct member of the team
• Communicate and liaise with teams across all levels
• Coordinate with suppliers e.g., cleaners/maintenance people/deliveries to ensure all services are smoothly provided and problems dealt with promptly
• Prepare and distribute of meeting materials
• Organise and provide working lunches as required
• Manage meeting room availability to ensure Front of House is well run and timely

Office Management

• Organise postal and courier services to ensure timely delivery of parcels/documents.
• Manage and maintain office supplies e.g., groceries/stationery/print supplies/IT supplies
• Assist with Health and Safety Tasks e.g., Display Screen Assessments & Fire Risk Assessment liaison
• Keep track of office expenses, receipts, collating expense reports for the Accounts team
• Assist the Line Manager with setting up new starters including purchasing IT equipment, setting up IT systems (laptop) and diarising introductory meetings

Who you are:

• Experienced PA with at least 3 years’ experience
• Excellent written and verbal communication skills
• Experience working within real estate and property
• Experience managing expenses
• 5-star customer service skills
• Strong organisational skills
• Excellent IT skills – particularly Microsoft Office Suite

This is a fantastic role for someone looking for the next step in their career. If you’re interested in the role, please apply now.