Full-time Office Administrator and Events Assistant

Company Description

West Yorkshire Manufacturing Services (WYMS) is a charity focused on supporting the growth of manufacturing and engineering in West Yorkshire and beyond. Based in Brighouse near Junction 25 of the M62, WYMS provides a range of services such as training courses, networking events, and business support in collaboration with industry partners. We also have an on-site meeting and conference venue (Junction25 at WYMS). With over 100 free on-site parking spaces, versatile meeting rooms, and breakfast and lunch catering services.

Role Description

We are seeking maternity cover for a full-time Office Administrator and Events Assistant- For an on-site role based in Brighouse. Responsibilities include managing daily administrative tasks, supporting the coordination of office operations, handling customer inquiries and bookings, as well as providing hospitality: being a first point of contact welcoming customers and visitors to the venue, and liaising with event hosts and trainers, ensuring a seamless experience for clients and attendees.

Duties and responsibilities

Administration

• Administer training course, meeting room and event bookings, by phone/email/in person.

• Ensure accurate records are maintained.

• Provide administrative support to colleagues as required.

• Work with colleagues and senior staff to ensure the effectiveness and efficiency of the administrative function.

• Support with sales and marketing activity liaising with clients to increase course/room bookings.

• To attend and contribute to meetings and training sessions as required, sharing ideas for further development and improvement.

• To maintain up to date electronic filing and Customer management systems.

• To carry out other appropriate duties as required by management.

Customer Service & Hospitality

• Respond to telephone enquiries and associated receptionist duties in a timely and effective manner.

• Provide a first point of contact welcoming customers and visitors to the venue.

• Liaise with event and meeting room organisers/coordinators to ensure that they have everything they need to ensure a positive and enjoyable visit.

• Liaise with the office manager to ensure appropriate stock levels for refreshments.

• Organise catering requirements for training courses, events and meetings as appropriate.

• Liaise with event hosts and trainers to ensure that timings for refreshments are agreed and refreshments served in line with agreed timings.

• Ensure the timely and efficient clearing of rooms to minimise disruption.

• Assist with the set up and clear down of meeting/function rooms.

• To carry out other appropriate duties as required by management.

Experience

Essential:

Administration

Customer Service/Reception

Record input and maintenance

Desirable:

2-3 years in similar office environment

Experience of accounting software packages i.e. Xero

Skills, knowledge and abilities

Essential:

Microsoft Office 365 including Outlook

Numerate and literate

Attention to detail and accuracy

General knowledge of communication and information technology (Computer literate)

Ability to follow procedures and guidelines

Ability to use initiative

Ability to work as part of a team

Ability to handle pressure and to work to deadlines

Ability to work to performance targets

Desirable:

CRM Systems

Education/Training

Essential:

GCSE English and Maths, or equivalent

Desirable:

Business administration apprenticeship or qualification (NVQ II/III)

Personal Attributes

Self -motivated and reliable

Takes ownership of work-related problems

Methodical and organised

Supports colleagues

Flexible and resilient to changing work patterns and conditions

Important Information

Job Title: Office Administrator & Events Assistant

Responsible to: Office Manager

Employment Type: Temporary (Maternity Cover) with view to becoming permanent depending on business needs

Purpose of Job: To provide customer service, hospitality and administrative support

Salary: Up to £24k per annum