Role Overview
The Receptionist / Administration Assistant provides the first point of contact for customers, visitors, and enquiries at Maryport Harbour and Marina. The role ensures the professional running of the reception area while delivering administrative and financial support, maintaining accurate records, processing transactions, and assisting customers with marina and caravan enquiries.
Key Responsibilities
1. Reception & Customer Service • Manage the reception desk and maintain a professional and welcoming customer area. • Ensure the reception and customer areas are clean and presentable at the start and end of each shift. • Act as the first point of contact for customers, visitors, berth holders, and contractors. • Answer incoming telephone calls and direct enquiries to the appropriate department. • Monitor the answer machine and forward messages to relevant staff members. • Monitor and respond to general email enquiries, forwarding queries where necessary. • Maintain window notices and ensure customer information displays are up to date. • Keep brochures, leaflets, and visitor information stocked and organised.
2. Administration & Office Support • Receive incoming post, open general company mail, and distribute internally as required. • Organise outgoing post and maintain a daily record including postage type, recipient name, and postcode. • File documentation from reception trays into the appropriate filing systems. • Maintain organised and accessible physical and digital filing systems. • Scan, store, and archive documentation where required. • Maintain accurate records relating to customer bookings and enquiries. • Support preparation of routine documents including invoices, confirmations, and internal forms.
3. Finance & Accounts Administration • Process customer payments including cash, card, and online transactions. • Produce invoices through Harbour Assist for marina services, caravan bookings, and other sales. • Balance the daily till against Harbour Assist reports. • Record all cash and card transactions in the cash book and finance logs. • Remove excess cash from the till and secure funds in accordance with company procedures. • Print, organise, and file invoices and financial documentation. • Assist with monitoring customer balances and outstanding invoices where required. • Maintain accurate financial records to support internal accounting processes.
4. Caravan Customer Administration • Respond to caravan pitch enquiries via online platforms, telephone, and face-to-face enquiries. • Prepare and issue access key fobs for caravan customers. • Check in new customers after 13:00 arrival time. • Produce booking invoices and process payments. • Ensure caravan pitches are clear, safe, and ready for incoming customers. • Check electricity connections are safe and fit for use.
5. Marina Customer Services • Handle marina-related enquiries and forward berthing or hoist requests to the Berthing Team. • Process sales including: o Electricity units and cards o Bottled gas o Chandlery items • Process diesel sales and ensure invoices are completed and signed. • Raise hoist request forms based on customer information and pass them to the Berthing Team.
6. Deliveries & Stock Records • Receive deliveries and check goods against delivery notes and purchase orders. • Report any discrepancies or damaged items. • Assist in maintaining records of reception stock items such as electricity cards, gas bottles, and chandlery supplies.
7. Additional Duties • Maintain accurate records in line with company procedures. • Handle confidential information appropriately. • Undertake any additional duties appropriate to the role as requested by management.
Job Type: Part-time
Pay: £12.71-£14.31 per hour
Benefits:
- Free parking
- On-site parking
Work Location: In person
