The Role
As the face and first impression of Incubeta, the Receptionist & Administration Executive sets the tone for our entire agency experience. In this energetic, front-and-centre role, you will be the welcoming presence that greets clients, guests, and team members - turning everyday interactions into standout moments while keeping the pulse of our studio running effortlessly.
Beyond owning our front-of-house experience, you will get hands-on exposure to the inner workings of a fast-paced marketing agency. You will help curate an inspiring workspace by coordinating office facilities and championing employee experience initiatives, while acting as a vital right-hand to our leadership team and wider business through seamless administrative and people-ops support.
This is a fantastic launchpad for an ambitious, people-first organiser who thrives in a creative environment - giving you direct visibility across all areas of the business as you help shape a workplace where our teams do their best work.
Key Responsibilities
Reception & Office
- Ensure all visitors have a positive and professional experience when coming into the Incubeta Office
- Run the day-to-day office operations, including maintaining the office, supplies, and vendor relationships.
- Act as the main point of contact for office-related queries, ensuring timely resolutions and maintaining a productive environment.
- Create a fun, inviting, and inspiring work environment by exploring creative ways to enhance office spaces, making them places where people genuinely enjoy working
- Ensure tech resources are functional, troubleshooting issues promptly to minimise disruption to workflow.
- Oversee the management of meeting rooms, ensuring they are properly maintained, equipped, and ready for use.
- Maximise the office budget, ensuring cost efficiency while maintaining a high-quality workplace experience.
- Ensure the Incubeta offices meet business needs, including identifying opportunities for new office spaces when necessary.
People Support & Adhoc Administration
- Coordinate onboarding for new hires, coordinating with IT to set up new joiner’s computer, prepare induction sessions, and facilitate smooth transitions.
- Provide administrative support across the business as required, assisting different teams with various tasks.
- Responsible for managing laptop fleet & maintaining Computer Asset Register in conjunction with IT.
- Manage the offboarding process ensure access to relevant tools and platforms is disabled and company tech is returned
- Support our committees with organising events and initiatives.
Health, Safety, and Compliance
- Ensure the office adheres to all health and safety regulations, conducting regular risk assessments and addressing potential hazards.
- Maintain health and safety records, ensuring incidents are logged, followed up on, and reported as required.
- Conduct regular audits of office facilities, fire exits, and emergency equipment, ensuring everything is functioning properly.
- Ensure the office complies with legal and regulatory requirements, such as fire safety, first aid, and workplace health standards.
Executive Support
- Provide administrative support to the executive team.
- Take ownership of company-wide meetings, including scheduling, agenda preparation, and coordinating communications to ensure seamless execution.
- Plan and coordinate travel arrangements, including booking transportation, accommodation, and itineraries.
- Organise and book meetings, ensuring appropriate venues, resources, and timing.
What We're Looking For
- A people-first approach: You're naturally friendly, approachable and welcoming, and genuinely enjoy interacting with and supporting people.
- A positive, can-do attitude: You're enthusiastic, solutions-focused and happy to roll up your sleeves to get things done.
- Great organisational skills: You're organised, detail-oriented and able to manage multiple tasks and competing priorities without losing sight of the details.
- A proactive mindset: You take initiative, anticipate what needs doing and look for ways to make things better.
- Strong communication skills: You're confident communicating with people at all levels, both face-to-face and in writing.
- Adaptability and flexibility: You're comfortable working in a varied role where no two days are quite the same, and are happy to support wherever needed.
- A sense of ownership: You take pride in your work, follow things through and can be relied upon to get things done.
Our Package
Salary
We benchmark salaries against the industry to remain highly competitive. Salaries are regularly reviewed and progress alongside your development. Performance-related bonuses are also available.
Benefits
A flexible, credit-based benefits package including healthcare, pension contributions, gym memberships, and more.
Policies
Forward-thinking policies designed to support a high-performance and balanced working culture.
What to Do Next
If this sounds like the right next step, apply now - we'd love to hear from you.