Reception and Facilities Assistant

About WME

WME is the worlds preeminent talent agency. With over 125 years of experience WME enables artists athletes and brands to grow their businesses leverage the full potential of their intellectual property and bring projects to life that define the cultural landscape. WMEs expertise spans books comedy digital media fashion film food licensing music sports television theatre and more. Headquartered in Beverly Hills WMEs office locations include Australia Chicago China London Miami Nashville and New York. WME is part of WME Group a global network of businesses that represent the worlds leading talent intellectual property and brands. For more information please visit .

About You

Youll thrive in this role if you are professional approachable and highly organised. You understand the importance of creating an excellent first impression providing outstanding client service and maintaining absolute discretion in a fast-paced environment.

Key Responsibilities

Act as the first point of contact for visitors clients and staff providing a professional and welcoming reception experience.

Manage the Facilities inbox as the first point of contact for workplace and facilities queries keeping the inbox organised responding to and actioning requests where appropriate escalating issues to the Facilities Manager or wider team when required and following up to ensure queries are resolved.

Register visitors through the buildings visitor management system arrange refreshments where required and assist with registering external contractors and recurring visitors.

Support visits from staff based at other WME offices including booking guest desks and offices communicating upcoming visits to relevant teams and providing visiting staff with access cards office information and other arrival support.

Support the day-to-day management of reactive maintenance requests received from staff or identified by the Facilities team. Following review and agreement with the Facilities Manager and wider team raise jobs with agreed contractors arrange attendance and access track and chase outstanding works and ensure completion is confirmed and recorded.

Maintain the reactive maintenance tracker ensuring jobs contractor attendance progress and completion information are accurately recorded and kept up to date.

Arrange contractor and engineer visits to the office including booking attendance registering and greeting contractors on arrival facilitating access to relevant areas and maintaining contractor visit records.

Support maintenance administration following contractor visits including saving service reports forwarding documentation as required processing or directing invoices appropriately and maintaining organised electronic facilities records.

Administer the office access control process including processing access requests liaising with the onsite team responsible for producing access cards granting appropriate access permissions and handling requirements for new starters leavers lost cards and access changes.

Oversee outgoing post parcels and courier requirements including arranging collections preparing and logging shipments tracking deliveries and resolving delivery issues. Provide additional support to wider mailroom operations during busy periods where required.

Support office food and refreshment stock management by reviewing stocktakes provided by the Hospitality & Facilities Assistant placing in-house food and supply orders and maintaining relevant ordering records and trackers.

Provide additional support to the Hospitality & Facilities Assistant with meeting room and hospitality requirements during busy periods and for larger meetings including food and refreshment set-up room preparation and clearing where required.

Maintain accurate and organised facilities records and trackers including maintenance logs contractor visit records incident records asset information audits invoices checklists and health & safety documentation as applicable.

Maintain a tidy and professional reception area and monitor shared workplace spaces for presentation standards actioning or reporting facilities issues as appropriate.

Assist with meeting room bookings during busy periods and flag recurring technical maintenance or set-up issues to the Facilities Manager.

Provide administrative and practical support for workplace events office projects and other initiatives led by the Facilities Manager.

Provide cover for appropriate reception and facilities duties during team absences and occasional support at other WME Group offices in central London when required.

Undertake other reasonable reception facilities and workplace-related duties as required to support the smooth day-to-day running of the office.

What Were Looking For

Strong organisational and time-management skills with the ability to prioritise and adapt in a fast-moving environment

Excellent interpersonal and communication skills with a professional and approachable manner

A proactive problem-solving attitude and willingness to assist wherever needed

Sensitivity to the needs of creative clients experience in music or entertainment is desirable

Competency in Microsoft Office and general IT systems

A strong sense of discretion and commitment to confidentiality (all employees must sign a confidentiality agreement)

Previous experience in a front-of-house or receptionist role

The Hiring Process

Virtual interview 30 mins with Recruitment Manager. This will consist of set questions based on soft and practical skills

2nd stage interview in person/virtual with HR Manager and Facilities Manager

3rd stage interview in person with Facilities Manager and Facilities Director EMEA