Reception Coordinator

4 weeks ago

Vancouver, Canada DNEG Full time

We are a large organization so the role of Reception Coordinator is extremely varied. For starters, you will be responsible for greeting visitors to the studio and making them as comfortable as possible while also working closely with our security team to ensure everyone is signed in correctly.

As we are a global company, managing a busy switchboard comes hand in hand. You will answer all calls, take messages and act as a gatekeeper to senior staff at the studio. Another key responsibility of the Front of House team is the management of our meeting rooms and problem solving when urgent requests are made or there are double bookings. We also strive to provide an interactive and engaging workplace, and this role will lead the way on planning internal and external events. Our team of Facilities Runners offer support with this.

Aside from the day-to-day management of the reception area and dealing with miscellaneous requests, another major function of the Receptionist is booking international and domestic travel for senior management. This role will work with our other travel teams across the globe, but also take ownership of travel management for the Vancouver studio location.

This is a very exciting opportunity to join a leader in the VFX industry. We’re a creative company and no two days are the same

**Key Responsibilities**
- Office Coordination_
- Act as first point of contact for all on-site guests, clients, and New Starters
- Work with Security team to check in all guests, clients, and staff in accordance with our policies and procedures
- Coordinate space allocation and assignment for staff using our internal booking system
- Manage booking of meeting rooms for staff and clients, and problem solve when urgent requests are made or there are double bookings
- Working closely with Talent Acquisition and HR to assist in the onboarding/ offboarding process and procedure
- Work with the Facility Manager in planning and organizing events to improve staff experience and engagement
- Collaborate with our Facilities Runner team to organize and execute onsite and offsite events
- Travel Coordination_
- Booking domestic and international travel for Vancouver employees, and visiting senior management
- Maintaining and improving relations with vendors and accommodations
- Using software and equipment specific to the industry
- Developing and maintaining good relationships with customers and team members
- Updating documents, templates and logs
- Liaising with the finance team for purchase orders, payments, and keeping track of invoices
- Generate reports for management
- Availability for emergencies

**Qualifications**
- Strong knowledge of the Office suite (Word, Excel, PowerPoint) and facility to learn new software
- Ability to work without supervision
- Strong knowledge of Google suite
- Advanced computer skills including Google Workspace, documentation, spreadsheet, and data management skills
- Previous experience as a Receptionist in a mid-size organisation
- Previous experience with event planning
- Excellent telephone manner and experience managing a switchboard
- Strong customer service skills
- Ability to exercise discretion in dealing with confidential or sensitive matters
- Excellent attention to detail
- Working knowledge of Microsoft Office
- Highly organized and methodical with the ability to follow through
- Ability to deal with internal and external personnel in a professional and courteous manner, and to develop and leverage professional working relationships
- Excellent oral/written communication and interpersonal skills—ability to communicate effectively in a professional manner
- Strong time management skills with the ability to prioritize workload
- Ability to work under pressure and complete tasks to tight deadlines
- Ability to work well in a team environment

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