Venue Presentation & Office Manager

Please note this is a fixed term role for maternity cover. The postholder will support the critical day to day functioning of the building, lead on overall presentation and cleanliness standards ensuring that the venue is a clean, welcoming, organised and safe space for visitors, artistic and creative teams and our staff and volunteers. The role will directly manage the in-house Porter team, ensuring daily room set-ups are delivered effectively, public areas of the building are fully prepared, and back of house spaces are managed effectively including post and deliveries, on site storage facilities, equipment and furniture and reception function. Management of the third-party cleaning contract liaising with the cleaning company management on deployments and cleaning schedules to ensure the highest levels of presentation standards. The role works closely with our Facilities, Visitor Experience and Security teams and is integral to the efficient operation of Aviva Studios and ensuring those visiting and working with us have a great experience. RESPONSIBILITIES

• Management of the team of Porters, ensuring the public and back of house spaces are set up for varying daily use by aligning with the weekly activity schedule, rotas and daily run sheets
• Management of the reception/welcome and office teams to include venue access, meet and greet, signing in and general visitor welcome point activity within the Social space
• Day to day management of the cleaning contract, working closely with the cleaning supervisor/Accounts Manager to ensure cleaning schedules and staff deployment reflect venue use and activity levels of the programme
• Working proactively with the Visitor Experience team, F&B team and other Factory International delivery teams to ensure the public areas and bars are well presented and correctly set up for changing activities. Agreeing and then instructing changes to ensure that customer safety and a consistently high level of presentation is maintained
• Lead on over all venue presentation through regular checks on all areas of the building to ensure each space is clear, well organised and welcoming for those visiting or working within Aviva Studios and running cleaning quality spot checks and formalised weekly audits
• Working closely with the Head of Visitor Operations and Director of Production and Building Operations, to support the effective management of venue operational risk including fire evacuation and H&S
• Lead the development of a single delivery management system to ensure all deliveries and post are received, stored, distributed and/or returned effectively, engaging with multiple departments across the organisation
• Manage the back of house goods-in area, establishing protocols for use of this space by all teams
• Oversee in-venue storage, develop and manage systems for storage and equipment and furniture management across the building
• Provide additional day to day operational support to the porter team to enable the flexing up of capacity around programming and events when required
• Lead responsibility for managing the office, supporting the wider team in ensuring all office-based activities are proactively prepared and supported including office budgets and record keeping
• Ensuring communal back of house areas such as tea points, Green Room kitchen, break-out areas are kept tidy and stocked
• Acting as the key contact with general service providers and suppliers for the office (e.g. couriers and postal services) ensuring issues are raised and dealt with in an efficient manner. This Includes monitoring and maintaining all stationery and office/kitchen supplies
  
  Essential
• Practical experience at an operational management level within a relevant sector or industry
• Leadership skills & ability to prioritise effectively
• Experience of managing third party service delivery contractors, ideally cleaning
• Experience of developing operating procedures and leading the roll out of these to wider teams
• Effective communication skills with the ability to communicate with a broad range of people and organisational stakeholders.
• Resourceful and resilience, with a self-starting proactive attitude
• Commitment to championing representation and inclusion at every level of the organisation with a proven ability to work with people from a wide range of backgrounds
• Willingness to work at weekends and evening hours when required to support the department
Desirable
• Experience of working within a customer focused public facing venue.
• A great eye for detail & presentation standards
• Problem solving and decision making skills with the ability to work autonomously, plan own workload and work well as part of a team
• Excellent organisational skills, with the ability to be flexible and adaptable, whilst bringing a diplomatic approach in work
• Enthusiasm for training, mentoring and support of emerging talent