Job Description

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Description

Cadogan Tate is recognised as the market leader in Fine Art logistics, with full-service operations across the USA, London and Paris. Our reputation is built on providing exemplary service to private individuals, collectors, designers, galleries and museums around the world. This service is underpinned by our values which inform the way we look after our clients and employees.




We're looking for a friendly, professional, and highly organised Receptionist to join our team on a part-time basis: two fixed days per week (Thursday and Friday). In addition, the role will include providing holiday cover (up to two consecutive weeks) and occasional sick day cover, as required. As the first point of contact for our company, you'll play a key role in creating a positive and welcoming experience for visitors, staff, and callers.

This is a varied role that combines customer service, administration, and coordination -- ideal for someone who enjoys keeping things running smoothly.###

Key Responsibilities

Front of House and Visitor Experience

Welcome visitors warmly, ensuring they sign in/out correctly and are issued with passes. Support visitor parking arrangements and confirm they are in designated bays. Notify relevant staff when visitors arrive; provide refreshments if there are delays. Ensure contractors complete the required paperwork and are issued with safety equipment (e.g., hi-vis jackets) where appropriate. Check that all visitors and contractors sign out before leaving the premises. Maintain Reception area to a high standard, including plant displays and supplies.

Communication & Coordination

Answer and direct incoming calls, emails, and enquiries to relevant stakeholders in a timely and professional manner. Notify staff of visitor arrivals promptly Assist colleagues with general queries and requests.

Administration & Mail Handling

Ensure that at the end of your two-day shift, all relevant information is clearly handed over to the Receptionist covering the remaining three days. Open, date-stamp, photocopy (if required), and distribute incoming mail according to company guidelines. Sign for deliveries and notify recipients. Frank and prepare outgoing mail by divisional account code, including Special Delivery and Recorded Delivery. Arrange outgoing courier and FedEx dispatches. Monitor franking machine supplies and electronically re-credit as needed. Keep up to date with postal charges and ensure current information is available.

Office Support

Keep the Reception Guide updated with current procedures and share with cover staff. Support Accounts with quarterly billing dispatches and Residential with ad hoc projects. Monitor and order Reception supplies, including plant arrangements.

Additional Responsibilities:

Act at all times in the best interests of Cadogan Tate, its customers, and its employees. Report any issues or concerns promptly to your line manager. Carry out a daily lift check, recording findings and notifying Facilities of any issues. Adhere to Health & Safety guidelines and procedures in the event of an emergency. Coordinate holiday and absence cover with other Reception staff to ensure continuous coverage. Provide occasional administrative support to the Sales and Client Services department as required. Support with safety procedures: during any fire alert or evacuation, take the visitor logbook and first aid kit outside.

Other Information

Health & Safety: you should be aware of health and safety issues and be looking out for unsafe areas of the working environment and dealing with these in accordance with the Company's health and safety policy and procedure You must read all risk assessments and method statements and wear the correct PPE if required to do so This is a people-oriented role, and you are required to consistently provide high standards of internal communication Act as a role model and carry out your role in line with our Company values Ensure compliance and adhere to all Company policies and procedures Act at all times in the best interests of Cadogan Tate, its customers and its employees Wear company uniform and ID badge while on duty or attending client sites. The responsibilities listed in this job specification should be regarded as a guide and not a comprehensive list of all the daily requirements of our job.
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Skills, Knowledge and Expertise

Customer Service Excellence Communication Organisation & Time Management Problem-Solving IT Proficiency Professionalism & Confidentiality Teamwork & Flexibility
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About Cadogan Tate

Cadogan Tate moves and stores personal possessions, commercial assets, valuable works of art and priceless furnishings for individuals, companies, auction houses, galleries, collectors and interior designers the world over.

At Cadogan Tate we pride ourselves on excellency in everything we do. Every member of the team is just as important and we consider ourselves to be a family.