Events & Reception Assistant – Bisley Shooting Ground
About Us: Located near Woking in Surrey, Bisley Shooting Ground is regarded as one of the UK's premier Clay Shooting venues. We host private and corporate hospitality events for groups of 15 - 200 people, as well as individual and small group Clay Shooting lessons.
Due to continued growth in our hospitality events, we are excited to offer an opportunity to join our vibrant team.
Overview of the role
We are seeking a flexible and hands on individual who’s just as comfortable managing emails and event admin at a desk as they are jumping behind the bar or rearranging tables moments later. This role is perfect for someone who enjoys variety, thrives on switching gears throughout the day, and takes pride in delivering seamless experiences for our guests. This full time, permanent role is predominantly Monday to Friday 8.30am - 5.30pm, with occasional flexibility required for evening or weekend work.
The role primarily supports the Events Manager and also includes Reception cover.
Key Responsibilities:
Event Administration
- Prepare and issue booking confirmation documents to clients via email.
- Maintain accurate and up-to-date event files, recording and tracking any changes to requirements.
- Monitor event timelines to ensure guest numbers, dietary requirements and other key information are received within agreed deadlines.
- Liaise with clients as required to obtain outstanding information and ensure event details are confirmed in a timely manner.
Finance & Invoicing
- Create and issue invoices before and after events using Xero.
- Maintain an effective system for monitoring outstanding invoices and proactively follow up overdue payments by telephone or email.
- Escalate any payment queries or overdue accounts to the Events Manager where appropriate.
Stock & Supplies
- Manage stock levels for the bar and general supplies, ensuring adequate supplies are maintained at all times.
- Monitor stock usage and arrange the timely replenishment of stock in line with upcoming events and operational requirements.
- Ensure all stock is stored correctly and rotated in accordance with stock control procedures.
Registration, Bar and Event Support
- Greet guests professionally upon arrival, checking them in against the registration list and directing them to the appropriate location.
- Assist with the setup and breakdown of events, including arranging furniture, tables and chairs.
- Support bar operations during events, including serving drinks, processing payments, restocking the bar, and maintaining high standards of cleanliness and presentation.
Event & Reception Support
- Deputise for the Events Manager for up to five weeks each year, managing client communications and coordinating with external suppliers to ensure the successful delivery of events.
- Provide Reception support at our sister company, the National Clay Shooting Centre, for up to five weeks each year, answering telephone calls, making bookings, processing payments, welcoming guests and assisting with general enquiries.
- Support the Reception team at Bisley Shooting Ground throughout the day as required, answering telephone calls, making bookings and assisting customers during busy periods.
The ideal candidate:
- Excellent organisational and administration skills, with the ability to prioritise a varied workload in a busy environment.
- High standards of accuracy and attention to detail, with confident numeracy and literacy skills.
- Experience using invoicing systems, preferably Xero (desirable but not essential).
- Strong interpersonal and communication skills, with the ability to build professional relationships with clients, guests and colleagues face to face, over the phone and via email.
- Outstanding customer service skills, with previous experience in a reception, hospitality or other face-to-face service environment.
- Flexible approach to working hours, with the ability to support evening and weekend events when required. Time off in lieu will be provided.
- A hands-on attitude and willingness to support across all areas of the role. While there is no heavy lifting involved, the role may require moving bar stock and event items at short notice, so being physically able and willing to get involved is essential.
- Enjoys variety and is comfortable switching between administrative tasks and practical, hands-on activities throughout the day.
If you think you may be the right person for this role, please submit your CV along with a covering letter.
Job Types: Full-time, Permanent
Pay: £28,000.00 per year
Benefits:
- Company pension
- Employee discount
- Free parking
- Sick pay
Work Location: In person
