Apprentice Administrator & Receptionist for busy Recording Studios

Apprentice Administrator & Receptionist required for busy Southampton Recording Studios

Apprentice Administrator & Receptionist must live local to River Recording Studios in Southampton and drive. Ideally live in or around Totton.

Company Overview:

River Studios is a premier recording studio in Southampton offering singers, musicians and bands professional recording, rehearsal spaces, singing and music lessons in guitar, bass, drum and piano along with songwriting development courses.

Purpose of the Apprentice Administrator & Receptionist Job:

• The Apprentice Administrator & Receptionist will support the Manager in all aspects of the business, staff and accounts
• Manage all admin tasks including payments in, stock control
• Manage and monitor diary bookings
• Manage and monitor the cleanliness of all rooms in the building
• Assist the Manager in ad-hoc day-to-day tasks and activities

Key Capabilities:

• The Apprentice Administrator & Receptionist must be a team player, upbeat and customer-friendly
• Strong communication skills
• Organised and enthusiastic
• Strong administrative skills
• Responsibilities and Duties

Principle Responsibilities/Duties of the Apprentice Administrator & Receptionist job role:

• Take telephone bookings, booking rooms, and staff in a busy studio environment
• Manage correspondence – emails, organising and filing mail
• Assist GM in arranging events, organising, double checking arrangements
• Assist GM in all Admin tasks such as invoicing, payment chasing
• Be responsible for singing/songwriting agreements – producing, chasing and filing agreements
• Checking diary system – appointments correct and booking in
• Payment control – creating and sending out invoices, chasing for payments, recording payments in
• Checking invoices for sub-contractors
• Managing the Reception
• Draft and produce relevant documents – promotional materials, handover reports, emails etc
• Manage stock control for office supplies
• Maintain accurate records – pertaining to staff and sub-contractors

Customer Service & Communication:

• The Apprentice Administrator & Receptionist must be professional in setting a high standard for other staff to follow
• Answering phones, checking answering machine and dealing with all enquiries – ensuring that even when performing other duties the phone is always to hand to answer every call.
• Responding to all emails in a professional manner, making booking enquiries a priority to respond to every day and chase up all enquiries after a period of 5 days.
• Making accurate and detailed bookings in the calendar, adding your initials at the end of the booking information so other members of staff can easily identify who to go to should there be a query with that booking.
• Ensuring all staff are briefed on outstanding matters during a handover.
• Ensuring staff are well informed, upbeat and enthusiastic.
• Ensuring standard emails and literature are maintained and communicated.

Diary Management:

• Taking responsibility for the management of the diary.
• Manage all important clients, customer relationship management, including course clients who require monthly bookings.
• Updating the diary with new bookings and re-arrangements in the correct format, ensuring clear, detailed and essential information is put in each booking so all staff can understand.
• Ensuring all payments are taken prior to all lessons and sessions.
• Ensuring there are rooms to cover all sessions and ensuring there are no clashes.
• Be proactive in moving sessions to fill the diary to be more complete and bookings are entered to allow for maximum capacity.
• Communicating with all relevant staff about bookings and changes to bookings, ensuring all parties are copied in and that they reply to confirm receipt.
• Chasing up all interested enquiries to ensure a booking is made where applicable.
• Managing all offers; Group On, vocal coupons and discounts on studio time, including noting codes where necessary.
• Ensuring new members of staff are linked on the calendar and explain the procedure when bookings come in and how to add events for when they are unable to work.
• Completing monthly reporting as required including the Business Activity log.

Qualifications and Skills

Essential Requirements for the Apprentice Administrator & Receptionist role:

• Savvy, passionate and assertive; you must be persuasive with a passion for music and the company
• Strong verbal and written skills
• Confident and influential; you must be confident at speaking to a range of people, whether the general public, promoters, artists, press or high-level executives
• Efficient and organised, with the ability to prioritise and multi-task
• Calm under pressure; a willingness to take direction, learn new skills and confidently deal with a range of given tasks
  Desired Skills:
• Experience in music marketing/promotions/admin/management
• Good level of ITC including experience with Word, Excel, MS Office, databases and PowerPoint
• Administrative experience