This role plays a key part in creating a welcoming, organised and professional environment for artists, audiences, staff, contractors and visitors. The Welcome Coordinator will manage day-to-day reception activities, visitor systems, room bookings, post and deliveries, while providing administrative support to the Operations team.
You will be a warm, proactive and highly organised individual who enjoys meeting people, solving problems and helping things run smoothly behind the scenes. You will thrive in a busy environment and be comfortable managing multiple priorities while maintaining excellent customer service.
KEY RESPONSIBILITIES
Reception & Visitor Experience
- Act as the first point of contact for all visitors, artists, contractors and staff entering the building.
- Provide a warm, professional and inclusive welcome to everyone visiting Soho Theatre Walthamstow.
- Manage visitor sign-in procedures and issue visitor passes where required.
- Direct visitors to the appropriate areas of the building and assist with general enquiries.
- Maintain an organised, professional and welcoming reception area at all times.
- Support visiting artists, companies and guests with practical information during their time in the building.
- When required, acting as the primary point of contact at the Stage Door entrance during designated hours.
Administration
- Manage incoming and outgoing posts, deliveries, and courier collections.
- Maintaining the enquires and events inboxes, and filtering emails.
- Maintain accurate records relating to visitor access, keys, passes, and lost property.
- Support the management of room bookings and maintain booking systems, including Artifax or other scheduling platforms.
- Using Spektrix ticketing system, answer any show queries or sell tickets should people want an in-person sale.
- Assist with ordering and maintaining office supplies and reception resources.
- Provide administrative support to the Operations team as required.
- Maintain accurate records and filing systems.
Building Support
- Act as a central communication point between building users and operational teams.
- Report building issues, maintenance concerns, or operational incidents to the appropriate team member.
- Support the coordination of contractors and deliveries, ensuring visitors are signed in and directed appropriately.
- Assist with key and access card administration.
- Help ensure reception and public-facing areas remain tidy, safe, and welcoming.
Team Working
- Work collaboratively with colleagues across Operations, Audience Experience, Technical and Food & Beverage teams.
- Support a positive and inclusive working culture across the building.
- Contribute ideas to improve visitor experience, reception systems and administrative processes.
- Undertake other reasonable duties consistent with the level and nature of the role.
Health & Safety
- Follow all Soho Theatre health and safety policies and procedures.
- Report accidents, incidents, hazards or concerns promptly to the appropriate manager.
- Assist with evacuation procedures as directed during emergencies.
- Ensure reception records and visitor information are maintained accurately for safety and security purposes, reporting to the Health and Safety committee on a quarterly basis.
- Monitor the Fire Alarm panel, adjust modes as necessary with the support of the Duty Manager.