Receptionist and Administration Role – Element Pictures, Dublin
Responsibilities –
General Admin –
- Opening office in mornings
- Meet & greet visitors – provide a professional client-facing service to all internal and external clients
- Answer, screen, and forward any incoming phone calls; provide basic information to callers as required
- Distributing post / receiving & arranging couriers / registered post
- Take ownership of the administration duties involved in the running of a busy reception area, including filing, photocopying, collating, etc.
- Oversee the booking & supervision of meeting rooms including setting rooms up for meetings, organising catering, and AV equipment; hosting meetings
- Ensure reception area, kitchen, boardroom, meeting rooms are tidy and presentable
- Maintain the generic email accounts and direct/respond to emails as necessary
- Creating presentations for bi-annual company meetings
- Data entry, filing, PDF editing
Production assistance –
- Arranging meetings and calendar management – issuing conference call details, booking meeting rooms, etc
- Filing production documents, and maintaining a well organised and easily referenced Production filing system
- Travel organisation
- Responding to production job enquiries
- Assisting with ad-hoc production tasks
Purchasing and accounts –
- Responsible for ordering and distributing office supplies, stationery, kitchen and bathroom consumables
- Raising PO’s for monthly invoices, purchases, and admin bank statements
- Managing petty cash weekly
- Management of utility accounts including taxis, couriers, stationery, water, coffee, recycling, cleaning company
IT assistance –
- Setting video calls through BlueJeans and Zoom for Production, Cinemas, Finance, and Development
- Organising AV solutions for meetings
- Office point of contact with the IT company about any issues that may arise
- Managing office phone system and first point of contact for the telephone & video conferencing systems, and any issues that may arise
- Responsible for Server disk backups
- Manage of company contact directories
Team assistance –
- Assisting with travel arrangements, travel itineraries, recces
- Managing document and media storage facility – retrieving and archiving materials with direct supervision from Production
- Managing the Prop/Costume storage and Costume Hire (with direct supervision from Production)
- Assisting the legal and distribution teams with legal documentation signage and filing
- Arranging company seals for new SPVs
- Any other ad-hoc duties as they arise
- Providing sick and holiday leave cover to other admin roles
Person Specification
We are looking for an enthusiastic motivated individual, someone with excellent organisational and administration skills with an ability to work under pressure and within tight deadlines. A positive attitude and a willingness to get involved in all tasks is essential. An interest in film and television production is a bonus.
Element Pictures is an equal opportunity employer and values diversity. All employment is decided on the basis of qualifications, merit, and business need.
Working Hours
Monday – Thursday from 8:30 – 5:30pm / Friday 8:30 – 4:30pm
Location
This role will be based at our Dublin office 30-31 O ‘Connell St.,D01DH58
Contract Type
Permanent contract
Please send your CV to info@elementpictures.ie, subject line – Receptionist & Office Administration Role . Applications close on Wednesday 9th June 2021.
PA and Office Administrator, London
Element Pictures is an award-winning film and drama production company run by Ed Guiney and Andrew Lowe, with offices in Dublin, London, and Belfast. Its activities encompass production, distribution, and exhibition. Recent productions include NORMAL PEOPLE, the 12×30 mins. series for BBC Three and HULU directed by Lenny Abrahamson, based on Sally Rooney’s best-selling novel, Yorgos Lanthimos’ Academy Award, Golden Globe and BAFTA-winning THE FAVOURITE and the Academy Award, Golden Globe and BAFTA-winning ROOM directed by Lenny Abrahamson.
We are seeking a dynamic, highly motivated person to join our team as PA and Office Administrator. This varied and interesting role includes reception duties also and will be both rewarding and challenging.
The position will include the following responsibilities:
- Reception duties including welcoming guests to the office, maintaining board room and meeting areas, and dealing with limited external calls as they arise
- Live Diary Management – providing PA assistance to the producers, managing and continuously updating diaries, including organising external meetings and ensuring recurring internal meetings are scheduled and take place
- Extensive worldwide travel arrangements including all flights, hotels, pickups, etc
- Dealing with confidential information on a daily basis and maintaining discretion at all times including coordination of 3rd party applications, note-taking & proofreading
- Organising cross-company meetings and conference calls
- Credit Card Expense processing
- Assisting in ad hoc project work
- General office management tasks including:
- Liaising with IT support for the company, ordering and arranging installation of new equipment, software, and hardware, and organising set up new of new users
- Phones: managing landlines and mobiles, including ordering and setting up new handsets, managing handset issues, liaising with phone account manager
- Managing key administrative supplier accounts for the London office including the taxi, courier, IT, phone, phone system, broadband, stationery, refuse, recycling, storage, mobile, burglar and fire alarms, and utility accounts
Key Skills required
- Ability to work on own initiative with proven experience in a similar role
- Excellent organisational skills and communication skills
- Ability to multi-task and work in a fast-paced environment
- Proven attention to detail and accuracy
- Able to prioritise and work under pressure
- Strong communicator who likes to work in a team environment
- Excellent MS Office skills
Element Pictures is an equal opportunity employer and values diversity. All employment is decided on the basis of qualifications, merit and business need.
Working Hours
Monday – Thursday from 9:00 – 6:00pm / Friday 9:00 – 5:00pm
Location
This role will be based at our London office, 22-25 Eastcastle St. Fitzrovia, London W1W 8DF
Contract Type
Permanent contract
Please send your CV to info@elementpictures.ie, subject line – PA & Office Administrator, London. Applications close on Friday 11th June 2021.