Planning Co-ordinator / Receptionist

GES; Birmingham; On-site; GBP 40,000 - 60,000; Full time

Job summary

A global events service provider is seeking a Planning Coordinator/Receptionist in Birmingham. This pivotal role involves managing reception duties and administrative tasks for the Central Planning Team. Candidates should excel in communication, multitasking, and providing excellent customer service. The position offers a competitive salary, development opportunities, and benefits including private medical insurance and paid volunteering days.

Benefits

Private medical insurance

Life insurance

Paid training

Paid volunteering days

Qualifications

• Strong communication skills to liaise with colleagues and visitors.
• Proficiency in administrative tasks and software like Sage X3.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Process general telephone enquiries and greet visitors.
• Arrange travel and hotel accommodation for the Central Planning team.
• Manage office supplies and maintain a welcoming reception area.

Skills

Communication skills

Organizational skills

Customer service

Data entry

First Aid knowledge

Tools

Sage X3

Clarity

Job description

Job Details: Planning Co-ordinator / Receptionist

Job Reference Number: VN1393

Employment Type: Permanent

Job Advert

Are you ready to take your Planning and Coordination expertise to the next level? GES is seeking a dynamic and dedicated Planning Coordinator/Receptionist to join our team based at the NEC. If you thrive in a fast-paced environment and have a passion for delivering exceptional service to clients worldwide, this is the opportunity for you!

The Planning Coordinator/Receptionist is responsible for the day-to-day running of the GES EMEA Head Office in Birmingham, as well as providing administrative support to the Central Planning Team in an effective and efficient manner.

Main Responsibilities

• Process general telephone enquiries, liaising with specific colleagues throughout the business.
• Greet and welcome colleagues, visitors and contractors who enter the building. Ensure the visitors signing in process is adhered to.
• Arrange travel and hotel accommodation for Central Planning.
• Raise requisitions on Sage X3 for a general range of areas across Central Planning, contract maintenance, facility stock and uniform.
• Input data into our MIS system Clarity, following our SOP’s.
• Manage our access control system, ensuring correct access levels are issued and help to support access control audits to ensure security compliance.
• Manage the relationship with Building Management, acting as a point of liaison for any queries, updates or complaints.
• Maintain security by following procedures for visitor processing, colleague passes and CCTV monitoring if required.
• Check and sign for courier and shipping deliveries, inform relevant member of staff of arrival.
• Sort and distribute both incoming and outgoing post.
• Carry out reception Fire Marshall duties – Ensure the Fire call points, sprinkler reading and fire evacuations documents are up to date at all times.
• As a First Aider representative (training provided), you will also monitor stock levels of our first aid kits.
• Ensure vehicle registration and inner area permit data is up to date to maintain our car parking area.
• Assist in issuing onsite contractors Permits to Work (Safety training will be provided).
• Ensure office stationery, kitchen equipment and uniform is stocked and replenished as required.
• Encourage a safe, clean and welcoming reception area.

At GES, we value innovation, excellence, and sustainability. As part of our team, you will play a key role in supporting our core values and sustainability initiatives.

Who we are

GES is a global full-service provider for the exhibitions industry. We deliver extraordinary event experiences through partnership-driven productions.

Our vision is to grow with our customers and create a truly sustainable future for events. We introduce innovative technology that opens opportunities for stakeholders to thrive, ensuring that the Events Industry continues to thrive in partnership with our people and planet.

Our Values

• Trust: Trust each other to always be honest and do what is right.
• Responsibility: Be responsible for our actions and deliver on our commitments.
• Understanding: People come first. Be understanding and compassionate.
• Excellence: Provide excellent service and execution.

Salary

This role offers a competitive salary, dependent on experience. We operate a reward strategy based on our team members receiving a salary that best reflects their experience and skill level.

Hours of Work

Normal working hours are Monday to Friday 8.30am – 5pm. On occasion you may be required to work evenings and weekends during busy periods to meet the demands of the business.

Annual Leave

Our holiday entitlement is 25 days per annum (plus bank holidays and statutory public holidays).

Development and Benefits

At GES we look to equip you with the tools required for you to progress in your career with us. With plenty of internal opportunities to move within the business and the backing of line managers, progression is key to the business growing.

• Private medical insurance
• Life insurance
• Team days
• Paid training
• Paid volunteering days

Equal Opportunities

In compliance with our commitment to diversity and inclusivity, we actively encourage applications from all qualified individuals regardless of age, race, ethnicity, gender, sexual orientation, disability, religion, or any other characteristic protected by law. We firmly believe in equal opportunities for all and strive to create a workplace where every individual can thrive and contribute their unique perspectives and talents.

Discrimination of any form will not be tolerated in our recruitment process, and we are dedicated to fostering an environment that values diversity and promotes fairness and equity for all applicants. Join us in our mission to build a diverse and inclusive workforce where everyone can succeed.