Warner Bross

Administration - General services - desk

★★★★★

Office assistant

08 August England - Greater London, Camden Temp

MAIN RESPONSIBILITIES:

 Answering business phone calls and the studios' entry door buzzer requests.
 Production support responsibilities mainly entailing a provision of day to day administrative functional support to the Executive Directors, Producers, Administration support team.
 Meeting and greeting visitors to the office and arranging directions to the studio. Providing lunch & snacks for business clients/visitors and prepare & serve beverages for business visitors and senior Directors and Producers.
 Arrange bookings for members of production as and when requested.
 Manage daily food and dinner orders for studio teams and production members who shall be working extra hours during the project development cycles.
 Book cabs hires and arrange airport transfers for business visitors and staff on a business transit.
 Create Non-Disclosure agreements for the company/business visitors and ensure signatures are completed. Ensure that these documents are presented to the relevant parties and then filed in the correct procedure.
 Following up on outstanding invoices needed for the finance team regarding purchases on members of production's business cards.
 Purchase licenses, equipment and other business related orders online for members of production.
 Collect incoming mail / parcels daily from local mailroom and distributing these.
 Send parcels via courier and international delivery via courier, including packaging and boxing.
 Photocopying and filing office documentation where required.
 Correct supply levels and stock inventory maintained of catering goods.
 Organise back massage and Yoga. Send relevant request email to staff. Liaison with massage practitioners.
 Other ad-hoc administration duties as requested by pertinent Managers to ensure smooth running of the production department and the studios.

DEVELOPMENT AREAS:

 Maintain and collate business purchase credit card and business travel credit card invoices/receipts for members of production.
 Reconcile all business credit card statements for authorised employees using the online system.
 Assist finance and accounts team with business travel and entertainment expense claims using online Concur system.

PERSON SPECIFICATION:

 Preferably around 6 months or more of professional involvement in general office background preferably within the entertainment or media industry.
 Excellent inter-personal and self-presentation skills in person and also on the telephone.
 Good numeral accuracy and excellent written and verbal communication.
 Computer literacy and proficiency in general office technology and equipment.
 Enthusiastic and willing to adapt to a varied role.
 Calm under pressure in order to meet deadlines and conflict priorities, with a Can-Do-It approach.
 Willingness and ability to work well with colleagues and clients.
 Good Team player. Approachable, polite and friendly.
 Reliable and punctual.
 Ability to work extended business hours when required.