Job Description
Office Administrator
Reports to: Head of Operations
Location: Unit 6, Verda Park, Wallingford, OX10 9SJ
Working Hours: Part-time, Monday to Friday. We offer flexible working hours, which will be agreed with the successful candidate to balance the needs of the business with individual commitments wherever possible.
Background
HTS Creative is a specialist event production and event structures company delivering production services for live events across the UK.
We partner with event organisers, agencies, venues, local authorities and production companies to plan and deliver events of every scale, from conferences and theatre productions to festivals, sporting events and large public celebrations. Our services combine event structures, staging, sound, lighting, video, power, rigging and technical management into a single, coordinated delivery.
Success in live events depends on more than equipment. It requires experienced people, thorough planning, clear communication and the ability to solve problems under pressure. These principles underpin every project we undertake and have helped establish HTS Creative as a trusted delivery partner for technically demanding events.
Based in Wallingford, Oxfordshire, we continue to invest in our people, equipment and operating systems to support the long-term growth of the business. We are building a company recognised not only for technical excellence, but for professionalism, reliability and lasting client relationships.
Everyone at HTS Creative contributes to that reputation. Whether working in the warehouse, office or on site, every role plays an important part in delivering exceptional events safely, efficiently and to the highest standard.
Role Overview
As our Office Administrator, you will help keep the business organised and running efficiently by supporting the day-to-day administration of HTS Creative.
Working closely with our operations, project management and hire teams, you’ll assist with a wide variety of tasks including preparing documentation, maintaining company systems, coordinating information, supporting customer enquiries and helping to ensure our projects are delivered smoothly from initial enquiry through to completion.
No two days are the same. One morning you may be preparing client paperwork, updating project information or coordinating freelancers, while the afternoon could involve supporting the hire desk, assisting with purchasing, helping the marketing team or solving unexpected challenges that arise during live events.
This role offers a unique opportunity to learn how professional events are planned and delivered behind the scenes. You’ll gain exposure to every stage of the process, from the first client enquiry through to the final load-out, working alongside experienced colleagues who are passionate about what they do.
We’re looking for someone with the right attitude, curiosity and willingness to learn rather than extensive industry experience. If you’re organised, enjoy helping people, take pride in getting the details right and are keen to develop new skills, we’ll provide the training and support to help you succeed.
As a growing business, we believe in developing our people. This role offers genuine variety and the opportunity to build a long-term career within HTS Creative, with the freedom to develop your skills and grow into the areas of the business that interest you most.
Key Responsibilities
Office Administration
- Provide day-to-day administrative support across the business.
- Answer and direct telephone calls, emails and customer enquiries in a professional manner.
- Prepare, issue and maintain company documentation and records.
- Schedule meetings, training sessions and internal activities.
- Maintain organised digital filing systems and company databases.
Operations & Project Support
- Support the Operations and Project Management teams with the administration of live projects.
- Prepare and distribute job information, site documentation and project paperwork to clients, suppliers and site crews.
- Assist with booking accommodation, travel and courier services for events.
- Help ensure project information is complete, accurate and available to the relevant teams.
- Support the continuous improvement of administrative processes and company systems.
Staff & Freelancer Administration
- Maintain accurate staff and freelancer records, including qualifications, certifications and compliance documentation.
- Coordinate freelancer onboarding and maintain company databases.
- Monitor document expiry dates and request updated information where required.
- Assist with purchase orders, freelancer administration and invoice tracking.
Client & Supplier Documentation
- Prepare and issue client documentation, including project information and health & safety documentation.
- Complete supplier account applications and maintain company compliance records.
- Support the administration of purchasing and supplier relationships.
Marketing & Business Support
- Assist with marketing activities, including email campaigns, client communications and maintaining marketing databases.
- Coordinate client testimonials, reviews and case study material.
· Support business development activities and company initiatives where required.
Company Support
- Assist with the organisation of company events, exhibitions, open days and staff social activities.
- Coordinate company merchandise, branded clothing and promotional materials.
· Provide general administrative support to help the wider team succeed.
· Undertake any other reasonable duties appropriate to the role to support the successful operation of the business.
Skills and Experience
We’re far more interested in attitude, potential and a willingness to learn than extensive industry experience. If you think you’d be a great fit but don’t meet every requirement, we’d still encourage you to apply.
Essential
- Excellent organisational skills and a keen attention to detail.
- Strong written and verbal communication skills.
- A positive attitude with a willingness to learn and develop new skills.
- The ability to prioritise tasks, manage your time effectively and remain calm under pressure.
· Good IT skills, including confidence using Microsoft 365 and learning new software.
- A proactive approach to solving problems and supporting colleagues.
- The ability to work both independently and as part of a team.
Desirable
- Previous experience in an administrative, customer service or office-based role.
- A curiosity for technology, AI and finding better ways of working.
- Graphic design skills and a creative eye for producing professional documents and marketing material.
- An interest in the events industry and live production.
- Experience using Microsoft 365 or similar business software.
- Experience with CRM, scheduling or project management systems (such as HireHop or TeamTrack), although full training will be provided.
- An interest in marketing, social media and content creation.
About you
This role would suit someone who enjoys being organised, takes pride in getting the details right and likes helping others succeed. You’ll be naturally curious, enjoy learning new skills and be motivated by finding better ways of working.
Whether you’re starting your career, returning to work, or seeking a new challenge, we’re more interested in your attitude, potential and willingness to learn than your previous experience.
Joining HTS Creative means becoming part of a friendly, ambitious team that works together to deliver high-quality live events and production projects across the UK. As the business continues to grow, so will the opportunities to develop your skills, take on new responsibilities and build a rewarding long-term career.
At HTS Creative, we believe great events are delivered by great people. We’re looking for someone who wants to learn, contribute and grow with us.
Pay: From £25,000.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Employee discount
- On-site parking
- Sick pay
- Work from home
Application question(s):
- Are you located within a commutable distance from Wallingford
Work authorisation:
- United Kingdom (required)
Work Location: In person
