Operations Administrator

7 days ago

Limavady, United Kingdom FBSPL Full time

Job Overview:

We are looking for a highly organised and proactive Operations Administrator to join our team. The ideal candidate will be responsible for providing general administrative support, welcoming tour attendees, and organising meetings. This role is ideal for someone with excellent communication skills, strong attention to detail, and the ability to manage multiple tasks efficiently.


Experience:

  • Proven experience in an administrative or support role.
  • Experience in event planning, meeting coordination, or customer-facing roles is desirable.


Key Responsibilities:


1.Welcoming Tour Attendees:

  • Greet and welcome visitors, clients, and tour attendees in a professional and friendly manner.
  • Ensure all tour participants are registered and provide them with relevant information.
  • Facilitate smooth check-ins for tour attendees, providing badges or materials where required.
  • Serve as the point of contact for any attendee inquiries or concerns during tours.
  • Assist in preparing materials, itineraries, and information packs for tours.


2.Meeting Coordination and Setup:

  • Prepare and distribute meeting agendas and relevant documents in advance.
  • Book meeting rooms, set up equipment (AV, projectors, etc.), and ensure room readiness.
  • Arrange refreshments and catering where necessary.
  • Ensure post-meeting follow-up, including distribution of minutes, action points, and tracking follow-up tasks.


3.General Administrative Support:

  • Handle phone calls, emails, and correspondence, ensuring timely responses.
  • Maintain and update records, spreadsheets, and databases.
  • Perform clerical duties such as filing, scanning, photocopying, and data entry.


4. Communication and Customer Service:

  • Liaise with internal and external stakeholders to ensure effective communication.
  • Provide excellent customer service to clients, partners, and visitors.
  • Proactively handle any issues or queries that arise and escalate to senior management when necessary.


5.Other Duties:

  • Support the team with ad-hoc administrative tasks as required.
  • Ensure compliance with company policies, including data protection and health and safety standards.
  • Assist with special projects or initiatives as required by management.


Education:

Minimum of GCSEs (or equivalent). Additional qualifications in business administration or customer service are advantageous.


Skills:

  • Excellent communication and interpersonal skills.
  • Strong organisational skills and attention to detail.
  • Ability to manage time effectively and prioritize tasks.
  • Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and virtual meeting software (Zoom, Microsoft Teams).
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and ability to stay calm under pressure.


Key Competencies:


1.Customer Focus:

  • Providing exceptional service and ensuring a welcoming environment for all visitors and attendees.


2.Organisational Ability:

  • Managing multiple tasks, meetings, and events efficiently, with a keen eye for detail.


3.Communication:

  • Clear and professional in written and verbal communication.


4.Team Player:

  • Working collaboratively with colleagues and across departments.


5.Adaptability:

  • Ability to manage changing priorities and handle unforeseen challenges.

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