Job Title: Receptionist
Reports to: Head of Client Services
Responsible for: None
Purpose of job: To provide a friendly, efficient and effective reception service to customers, clients and colleagues in Chiswick Auctions 1 Roslin Square, including on the telephone
Main contacts:
Internal: Rest of client liaison staff (collections staff (2), Head of Client Services (1), other internal staff
External: customers, clients, couriers, post office, external suppliers
Contract type: Permanent
Hours: Full-time, 9am to 5pm Monday to Friday
Location: Based at 1 Roslin Square, W3 8DH
Context
Chiswick Auctions is a privately owned, well-established London auction house which is fast becoming a major player in the international art market. With 20 specialist departments, regular dedicated and themed sales are held across a breadth of specialisms.
The showroom and main saleroom is located in the Barley Mow Centre off Chiswick High Road, where most auctions are previewed and sold. Employees, valuations, storage and collections are from three units (1, 5 and 6) in Roslin Square, Roslin Road, W3 8DH. The auction house employs around 55 staff.
This post is based in 1 Roslin Square, and forms part of the client liaison service of the auction house. Working with other colleagues and the Head of Client Services, the postholder will ensure that customers, clients and colleagues are provided with an efficient and effective service as set out below.
Areas of responsibility
Responsibilities include but are not limited to the following:
· Providing a friendly welcome and assisting with enquiries:
o Assist with all enquiries from members of the public, clients and internal colleagues regarding the services of Chiswick Auctions, directing people as required, and following up as necessary
o Ensure that the brand of the company is communicated effectively
o Ensure that the emails are forwarded to the right people
· Answering the telephone:
o Ensure that the main line is answered within four rings (when possible) and that the call is dealt with effectively
· Walk-in valuations:
o Ensure that walk-in valuations are directed to the right specialists in 1 or 6 Roslin Square, or managing the valuation according to procedures if the right specialist is not available
· Organising collections from 1 Roslin Square:
o Ensure that collections of sold items are managed properly, and that the system is followed, including taking payments if required
o Assist couriers and shippers when they come to collect sold items on behalf of clients
o Follow the anti-money laundering procedures
· Assisting other external suppliers with their deliveries and inform the right people within the business
· Overseeing pre-sale deliveries:
o Ensure that pre-sale deliveries and stored safely and that the specialist is informed
· Appearance of the reception space:
o Ensure that the reception area is presentable at all times, and kept free of clutter and rubbish
· Other tasks as allocated by the Head of Client Services, Associate Directors, Executive Directors and Managing Director
General
· Ensure compliance with all internal policies and procedures and any relevant external bodies or processes
· Participate in organization-wide meetings, activities and processes, and develop internal contacts, networks and interactions as appropriate
Person Specification
Essential skills and experience
· At least 2 -3 years of providing a reception service in a busy environment e.g. a hotel, business, gallery, auction house, private members club, health club etc.
· Excellent client service skills including an approachable and friendly manner
· Excellent team working skills
· Excellent writing skills in English; excellent verbal communication and interpersonal skills, including first class spoken English
· Excellent IT competence and knowledge of the Microsoft Office Suite, especially Outlook
· Ability to thrive within a fast-paced team environment, including the ability to prioritise multiple tasks
· A ‘can-do’ attitude, an enquiring mind, and a willingness to actively seek out new responsibilities and opportunities
Desirable qualifications, skills and experience
· Experience of working in the arts industry e.g. auction house, gallery, museum, antique business etc.
· An interest in the arts, antiques and the cultural world more broadly