Operations Admin Assistant

&Meetings and BE Virtual Operations and Admin Assistant - Job Specification

**Job Title**:Admin Assistant

**Reports to**:&Meetings & BE Virtual Director

**Location**:Barbican (Head Office)

**Salary**:Competitive

**Version**:2024
- &MEETINGS provide meeting rooms and conference facilities in each of BE Offices business centres. We strive to always offer the best service and leading technology. _
- BE Virtual offer Virtual addresses at all the BE Offices locations, along with call services and day office packages. _
- BE Offices is an award-winning provider of flexible workspace in London and throughout the UK. Our office solutions operate under multiple brands but share the same ethos of offering a quality, cost-effective working environment for businesses of all sizes. We are one of the oldest in our sector, established in 1994, and have pioneered the advance in service levels to our clients both in technological development and first-class personal service. _

To assist in providing this outstanding service we require an **Operations & Admin Assistant **to provide hands-on and administrational support for &MEETINGS & BE Virtual. You will be the go-to person for clients and be willing to step into any task as it arises to ensure the client enjoys a great customer service experience. You will work with an onsite team and directly with the head office team.

As you’d expect you’ll be the first point of contact for all setting up of event and meeting space & setting up of new Virtual clients but more than that you’re a crucial part of the &Meetings & BE Virtual team. That means you’ll be involved in all the meeting and conference bookings helping us to providing award-winning service, along with the administration of Virtual packages.

It is a busy and varied role, including ensuring all conference and meeting rooms are up to standards, including but not limited to room layout, audio-visual equipment setup, catering and IT support. You will be based between our centres and the Head Office.

You’ll be dealing with clients every day, so professionalism is of the utmost importance. We strive and succeed to be the best in our industry, BE Offices has previously won various awards such as _**BCA’s Business Centre of the Year**_, featuring in the _**Sunday Times Top 100 Best Small Companies to Work For **_**Top 100** for 7 consecutive years.

If you can juggle tasks with a smile on your face and deliver great customer service, then this role is for you. We have training available every year to help you grow in your role for you to progress further when opportunities become available.

Key Responsibilities and Duties:

- **Meeting Room Setup**: Oversee the initial setup of all new meeting rooms across the portfolio, including IT equipment, room layout, and catering arrangements.
- **Regular Audits**: Conduct regular audits of all meeting rooms to ensure high standards are consistently maintained.
- **Client Communication**: Provide a prompt and efficient telephone service to clients, potential clients, leads, and customers.
- **Licenses and Contracts**: Handle the creation of licenses and contracts, ensuring accuracy and compliance.
- **Invoice Management**: Follow up on invoices and ensure that client payments are complete and up to date.
- **Operational Support**: Provide operational support for half of the week, ensuring smooth execution of meetings, events, and conferences. This includes timely provision of refreshments, setup of rooms to client specifications, and accurate communication with center teams.
- **Stock Management**: Maintain meeting room stock levels, including placing orders and distributing stock to center teams.
- **Call Logging and Management**: Set up and manage the call logger system on a monthly basis.
- **Virtual Reception**: Perform virtual reception duties as required.
- **Administrative Support**: Carry out various administrative and clerical tasks, including filing, photocopying, collating, preparing mailings, word processing, data entry, and report preparation.
- **Team Morale**: Maintain a positive attitude and contribute to staff morale.
- **Time Management**: Effectively manage time to meet business needs.

The above accountabilities are not exhaustive of your duties and may change over time. As the Business expands, gradual changes may occur and result in the substitution of one role for another. When substantial changes occur, the post holder will be consulted before the change is introduced and reasonable notice will be given.

Personal Specification:
**Qualification and Education - **GCSE’s or above in Business Related Area - _Essential _

**Experience - **1 year office based or customer facing work experience (face to face and via telephone) - _Essential_

Experience within hospitality or events industry - _Desirable_

**Skills and Abilities - **Proficient in Word, Excel and Outlook - _Essential_

Excellent telephone and face-to-face communication skills - _Es