Conference Assistant

Manchester Arndale; Peterborough; On-site; GBP 18,000 - 24,000; Full time

Job summary

OCS UK & Ireland is seeking a Conference Assistant to deliver a professional, customer-focused conferencing and meeting room service across the site. You will ensure meeting spaces are prepared, maintained and ready for use, acting as the first point of contact for meeting room support and related issues.

Working hours are Monday to Friday, 7:30am to 4:30pm with a one-hour unpaid lunch break, and you will liaise with Catering, IT and FM teams to ensure meetings run smoothly while upholding high

Qualifications

• Strong customer service skills with a professional and helpful approach.
• Excellent communication and interpersonal skills, with the confidence to engage with customers and colleagues at all levels.
• Good organisation and time-management skills with strong attention to detail.
• Ability to work independently while contributing effectively within a wider FM team.
• Flexible and adaptable approach to changing priorities and customer requirements.
• Comfortable working in a busy environment and able to remain calm under pressure.
• Good IT skills and confidence using workplace technology and meeting room systems.
• Reliable, responsible and well presented.
• Previous experience within conferencing, hospitality, reception, facilities management or customer service would be advantageous.
• Ability to attain and retain the required DV/STRAP security clearance.

Responsibilities

• Deliver a high-quality conference and meeting room service across the site.
• Complete regular checks to ensure meeting rooms are clean, tidy, correctly presented and ready for use.
• Set up and reset conference and meeting rooms in line with customer requirements.
• Act as the first point of contact for meeting room queries, issues and requests.
• Provide basic front-line technical support and guidance on meeting room equipment and facilities.
• Report faults promptly through the FM Helpdesk and coordinate remedial works where required.
• Liaise with Catering, IT, Maintenance and other FM teams to ensure meetings and events run smoothly.
• Monitor and replace meeting room consumables as required.
• Communicate professionally with customers and visitors both face-to-face and over the telephone.
• Support Reception, Mailroom and Logistics teams when required.
• Maintain high standards of customer service, presentation and professionalism at all times.
• Follow OCS policies, procedures and Code of Conduct, alongside all relevant client site requirements.

Skills

Customer service

Communication

Organisation

Teamwork

Adaptability

Calm under pressure

Attention to detail

IT skills

Tools

Meeting room systems

FM Helpdesk software

Job description

About The Company:

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

• Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
• Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
• Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

About The Role:

The Conference Assistant is responsible for delivering a professional, customer-focused conferencing and meeting room service in line with OCS contractual standards and KPIs.

You’ll ensure meeting spaces are prepared, maintained and ready for use while acting as the first point of contact for meeting room support and associated issues.

Working Hours: Monday to Friday 7:30am to 4:30pm including a one hour unpaid lunch break

Key Responsibilities

• Deliver a high-quality conference and meeting room service across the site.
• Complete regular checks to ensure meeting rooms are clean, tidy, correctly presented and ready for use.
• Set up and reset conference and meeting rooms in line with customer requirements.
• Act as the first point of contact for meeting room queries, issues and requests.
• Provide basic front-line technical support and guidance on meeting room equipment and facilities.
• Report faults promptly through the FM Helpdesk and coordinate remedial works where required.
• Liaise with Catering, IT, Maintenance and other FM teams to ensure meetings and events run smoothly.
• Monitor and replace meeting room consumables as required.
• Communicate professionally with customers and visitors both face-to-face and over the telephone.
• Support Reception, Mailroom and Logistics teams when required.
• Maintain high standards of customer service, presentation and professionalism at all times.
• Follow OCS policies, procedures and Code of Conduct, alongside all relevant client site requirements.

Qualifications, Skills & Experience

• Strong customer service skills with a professional and helpful approach.
• Excellent communication and interpersonal skills, with the confidence to engage with customers and colleagues at all levels.
• Good organisation and time-management skills with strong attention to detail.
• Ability to work independently while contributing effectively within a wider FM team.
• Flexible and adaptable approach to changing priorities and customer requirements.
• Comfortable working in a busy environment and able to remain calm under pressure.
• Good IT skills and confidence using workplace technology and meeting room systems.
• Reliable, responsible and well presented.
• Previous experience within conferencing, hospitality, reception, facilities management or customer service would be advantageous.
• Ability to attain and retain the required DV/STRAP security clearance.

Additional Requirements

The role may require reasonable additional duties in line with operational and customer requirements.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.