Planning Coordinator/Receptionist

GES UK & Europe; Birmingham; On-site; GBP 22,000 - 30,000; Full time

Benefits offered by this job

Private Medical insurance

Free On-site Parking

Life Insurance

Team days

Paid training

Job summary

GES UK & Europe at the NEC near Birmingham is seeking a Planning Coordinator/Receptionist to run the EMEA Head Office day-to-day and support the Central Planning Team.

The role blends front-desk hospitality with administrative duties, from visitor management and travel bookings to data entry in Sage X3 and Clarity, with full training provided.

If you thrive in a fast-paced environment and value service, you will fit right in as part of our global exhibitions team.

Responsibilities

• Process general telephone enquiries through the automated system, 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. If necessary, arrange access inside the venue’s perimeter through the NEC.
• Working with our standard operating procedures, arrange travel and hotel accommodation for Central Planning through our Travel partner.
• Raise requisitions on Sage X3 as required for a general range of areas across Central Planning, contract maintenance, facility stock and uniform.
• Input data into our MIS system Clarity, ensure this is kept up to date at all times 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 and parcels, ensure the franking machine is charged, credited and maintained at all times.
• Carry out reception Fire Marshall duties for the weekly fire alarm and in the event of any evacuation or fire alarm status. 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 RAMS are received.
• Ensure office stationery, kitchen equipment and uniform is stocked and replenished as required.
• Encourage a safe, clean and welcoming reception area
• Actively engage in continuous improvement ensuring suggestions and opportunities are highlighted to your line manager.
• Demonstrate commitment to the core values of the company.
• Take a participative role in the company’s sustainability initiative and ensure, where possible, your actions support the achievement of this initiative; reuse, recycle and replenish.
• Ensure compliance with all health and safety, corporate, client and legislative standards across the function.

Job description

Are you ready to take your Office Administration expertise to the next level?

GES is seeking a dynamic and dedicated Planning Coordinator/Receptionist to join our team. 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 at the NEC near Birmingham, as well as providing administrative support to the Central Planning Team in an effective and efficient manner. Full training will be given to the successful candidate.

Key activities and responsibilities

• Process general telephone enquiries through the automated system, 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. If necessary, arrange access inside the venue’s perimeter through the NEC.
• Working with our standard operating procedures, arrange travel and hotel accommodation for Central Planning through our Travel partner.
• Raise requisitions on Sage X3 as required for a general range of areas across Central Planning, contract maintenance, facility stock and uniform.
• Input data into our MIS system Clarity, ensure this is kept up to date at all times 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 and parcels, ensure the franking machine is charged, credited and maintained at all times.
• Carry out reception Fire Marshall duties for the weekly fire alarm and in the event of any evacuation or fire alarm status. 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 RAMS are received.
• Ensure office stationery, kitchen equipment and uniform is stocked and replenished as required.
• Encourage a safe, clean and welcoming reception area
• Actively engage in continuous improvement ensuring suggestions and opportunities are highlighted to your line manager.
• Demonstrate commitment to the core values of the company.
• Take a participative role in the company’s sustainability initiative and ensure, where possible, your actions support the achievement of this initiative; reuse, recycle and replenish.
• Ensure compliance with all health and safety, corporate, client and legislative standards across the function.

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. Introducing innovative technology that opens opportunities for stakeholders to thrive. We want to ensure that the Events Industry continues to thrive in partnership with our people and planet.

Our Values

We deliver our vision by embedding our values throughout our business:

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

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 outside of these hours 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. Our benefits include but are not limited to:

Private Medical insurance

Free On-site Parking

Life Insurance

Team days

Paid training

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.