Events & Admin Assistant - Manchester, United Kingdom - Quaker Trading (Manchester & Warrington) Ltd

Description

*Events &

Admin Assistant:
Friends' Meeting House, Manchester* *JOB DESCRIPTION* JOB TITLE *Events & Admin Assistant* (permanent)

HOURS *37.5 hours per week* (mainly office hours, although occasional evening and Saturday work may be required) LOCATION *Friends' Meeting House, 6 Mount Street, M2 5NS* (Post holder may be asked to work at other locations occasionally) EMPLOYER Manchester and Warrington Area Quaker Meeting and Quaker Trading (Manchester & Warrington) Limited SALARY £21,730 pa LINE MANAGEMENT Report to:
Business Manager ANNUAL LEAVE 25 days per annum plus Bank Holidays PENSION 7% employer contribution (min.

1% employee contribution) *JOB PURPOSE & OVERVIEW:

• Our business is hiring out meeting rooms and conferencing facilities, following an ethical business model. Our main site is in the centre of Manchester (Mount Street) and we have four other, smaller, venues.

The main roles of the Events & Admin Assistant are to:

- welcome customers and offer high quality customer service at all times
- deal with bookings enquiries efficiently & to high standards
- liaise with customers about all aspects of their bookings
- raise invoices
- support the facilities management team with the scheduling and administration of routine checks and tasks *KEY TASKS *and *JOB ACTIVITIES:

- *Welcoming & Customer Service:

- * Act as first point of contact at reception, ensuring all visitors receive a warm, friendly and professional welcome

• Meet and greet event organisers, checking the details for the day with them when they arrive
• Direct delegates and visitors to the correct place
• Be part of the customer focused culture within the organisation, where we endeavour to say 'yes' and find appropriate solutions for the customer *Enquiries & Bookings:
• * Process new enquiries, giving accurate information and assisting customers to make appropriate decisions
• Contact customers who have not yet confirmed their bookings and process their confirmation requirements
• Contact customers who have confirmed bookings and ensure we have all necessary information for the smooth running of their events
• Ensure all relevant details are always properly logged on our booking system

- * Distribute our customer feedback forms in accordance with the agreed schedule

• Process customer feedback for review by the team
• Collect, review and share any spontaneous feedback offered by customers *Financial Administration:
• * Raise invoices within our booking system and send them to customers
• Input invoice details into our finance system (QuickBooks)
• Regularly check that all bookings have been invoiced *Facilities Administration:
• * Help to maintain a calendar/schedule of necessary health & safety works
• Help to maintain a calendar/schedule of planned maintenance and building works
• Work with the facilities management team to ensure all works are planned with an awareness of customer needs and that they are entered into the bookings system
• Liaise with contractors about their invoices if necessary *Team Work & Communication:
• * Participate in weekly events team meetings, including reviewing past bookings to understand what went well and what could be improved
• Be proactive in raising any issues or concerns and play a role in finding solutions
• Share information and work closely with other members of the team at Mount Street to ensure events run smoothly
• Communicate with the caretakers/wardens of the other sites to ensure everyone is aware of bookings taking place
• Communicate with the facilities management team as needed *General
• Attend staff meetings as directed
• Adhere to all health & safety policies
• Undertake appropriate staff training as directed
• Adhere to the organisation's safeguarding policy
• Perform general office duties e.g. opening mail, photocopying etc.
• When required, support the business by assisting with practical arrangements for bookings e.g. preparing hot drinks, setting up rooms, directing customers to rooms etc.
• Any other tasks reasonably requested by your line manager *PERSON SPECIFICATION* *These are the key qualities, experience, and skills we are looking for:
• * Strong interpersonal and communication skills
• Strong numeracy skills
• Enthusiasm for customer service
• Methodical approach to tasks
• Good attention to detail
• Ability to reprioritise tasks as circumstances change, make decisions, and work with mínimal direct supervision
• Ability to learn to use our accounting software (Quickbooks) and our customer records management system (full training will be given)
• Experience of working in a fastpaced environment
• Good team player
• Flexible and adaptable approach as part of a small organisation

Job Types:
Full-time, Permanent


Salary:
£21,730.00 per year


Benefits:

• Company pension

Schedule:

• Monday to Friday

Work Location:
One location

Application deadline: 23/01/2023