Planning & Front Desk Coordinator

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

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.