Commercial Operations Assistant

5 months ago

Malvern, United Kingdom Malvern St James School Full time

Job Overview:
Working alongside the Business Development and Operations Manager to help manage and grow the commercial opportunities for the school, raising additional funds through commercial activities such as residential lettings, venue hire and sports facilities hire, alongside providing services to the School such as assisting in the delivery of school events and functions. To support the smooth delivery of operations across the School, including Catering, Housekeeping, Hospitality and Transport departments. The nature of the role will require considerable flexibility. Evening and weekend work will be required to accommodate site visits, event days and letting periods. Start and finish times will be adjusted to accommodate this and time off in lieu will provided when additional hours are worked.

RESPONSIBILITIES:
Business Development:

- Responding to venue hire and event enquiries in a timely manner, assisting with tours of the schools’ facilities to prospective clients.
- Assist with the creation and issue of contracts.
- Ensure that room bookings are made and event forms are completed in advance of all events.
- Assist with the creation of event plans and lets requirements sheets.
- Liaison with catering, housekeeping, IT, estates and other operational departments in advance of events/lets to ensure all logistics are communicated effectively.
- Assist with ensuring all relevant documentation is in place and when required produce risk assessments for the school.
- Managing check in/out of boarding houses, welcoming guests, and providing a tour of the facilities where required.
- Assist with event delivery and on-site management, invoice and credit control.
- Troubleshoot any issues that occur during events and bring them to a satisfactory resolution.
- Assist in pre-event preparation and post event follow up, including compiling relevant paperwork when required.
- Act as an information point for clients and members of the public during events and letting periods.
- Assisting with the turnaround of boarding houses, this may include housekeeping and estate duties when required including setting up of function rooms, changing of bedding and light cleaning duties.
- Assist the Business Development & Operations Manager to identify, cultivate and build effective relationships with local businesses to build a network that can be used to expand our commercial offering.
- To be on call when required to assist with any events/lets queries when the Business Development & Operations Manager is on leave.
- Work with the marketing team to explore new marketing opportunities and actively work with partners to secure new business.
- Actively assist in the upkeep and development of MSJE social media streams e.g. Twitter, LinkedIn, Facebook and Instagram.
- Ensure the efficient and effective running of the hospitality function during lettings periods and busy periods in the school calendar and assist with the delivery of events as and when required.

Operations:

- To support cross functional operational activities within the Catering, Housekeeping, Hospitality and Transport Team through:

- Undertaking compliance activities as directed by the Business Development & Operations Manager.
- Supervising contractors onsite in line with safeguarding protocols.
- Support the administration of Smartlog.

General:

- Develop strong, positive relationships with staff, contribute to collaborative work across the school and support other staff to develop and share best practice.
- Ensure appropriate records are maintained and updated relating to business development and operations activity.
- Any other reasonable duties required by the Business Development & Operations Manager.

**Job Type**: Fixed term contract
Contract length: 6 months

**Salary**: £25,000.00 per year

**Benefits**:

- Company pension
- Discounted or free food
- Employee discount
- Free fitness classes
- Gym membership
- On-site gym
- On-site parking

Schedule:

- Day shift
- Weekend availability

Work Location: In person

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