Front of House (Receptionist) - ILM Vancouver
Position Summary
The Front of House position supports our studio by working with Operations Team members, focusing on attitude, efficiency and customer service. You’ll be responsible for representing the studio and its culture in a positive manner and helping to answer questions and find solutions to various inquiries from employees, clients and vendors. The position will support a wide array of administrative tasks in addition to enforcing security protocols and supporting studio events. Prior industry experience is not required, just a positive approach and the ability to multi-task in a dynamic team environment.
This position is open to B.C. residents only who currently have the right to work in Canada.
What You’ll Do
- Acts as first point of contact and security at the reception area; receives and announces visitors, candidates and deliveries, answers questions
- Enforce security standards, including managing badges, and ensuring proper check in for employees, and visitors
- Manage and facilitate studio tour requests, ensure security protocols are followed
- Act as the first point of contact for basic first aid services, document incidents and report to HR, sit on the OHS Committee
- Ensure the first aid room is fully stocked, track and order supplies as required
- Update the in-house display contents using company software
- Maintain a tidy and safe reception area; ensure hygiene standards are maintained
- Manage parking registration, tracker and coordination with the landlord
- Facilitate parking requests, ensuring that parking spaces are allocated to appropriate stakeholders
- Answer reception phone for studio entry and deliveries, assist with shipping and receiving as required
- Manage desk booking software including assisting with bookings, troubleshooting and providing reports as requested on usage both actual and forecasted
- Coordinate calendar reservations for studio amenity spaces
- Primary point of contact for external bookings with The Stack management
- Assist with coordinating and facilitating studio screening
- Oversee deliveries, courier requests, crew gear and swag distribution and IT pickups
- Manage company cell phone tracker and inventory
- Support visits for internal and external guests
- Event coordination under the guidance of studio management, including budgeting, planning, social committee leadership and live event management
- Assist with studio initiatives and projects as directed
What We’re Looking For
- Previous experience in a customer service role (3+ years)
- Previous experience in Executive Assistance, Administration or Reception role
- First Aid Level 2 certification, or willingness to be trained
- Experience planning and executing events
- Confident, engaged, curious, outgoing, innovative and a proactive problem solver
- Excellent communication and client handling skills
- Builds relationships with stakeholders, passionate about delighting customers and colleagues
- Focus on delivering outcomes promptly and to a high standard
- Applies critical and creative thinking to resolve issues in the most cost and time-efficient manner
- Works well within a team environment with a focus on personal deliverables; takes ownership and keeps stakeholders informed
- Interest in film / visual effects / graphic arts industries
- Strong working knowledge of Windows, MS Office package, Google Workspace (GSuite) and Canva