Job Description

: Conferencing Manager & Reception Support

Role Title: Conferencing Manager

Reports to: Directors

Location: Valley Church / Valley Conferencing

https://valleyconferencing.eu

Valley Conferencing hires out its rooms and facilities to all clients midweek for training courses, meetings, local interest groups, conferences and more.

Key Purpose of the Role

As Conferencing Manager your primary role will be to oversee and manage the smooth running of our conferencing facilities and reception services, ensuring an exceptional customer experience, strong financial management, and the effective utilisation of our spaces. This role requires excellent organisational skills, a hands-on approach, and the ability to work collaboratively across teams.

Core Responsibilities - Conferencing Management

Customer Experience & Bookings
Provide an exceptional, customer-focused service for all conferencing clients.
Manage the conferencing diary, bookings, phone line, and conferencing email account.
Send quotes to prospective clients and liaise with Directors about discounts or bespoke arrangements.
Oversee the set-up and pack-down of rooms, ensuring layouts and AV equipment meet client requirements.
Finance & Administration
Create, update, and manage client invoices.
Oversee aged debt collection and liaise with clients to ensure timely payments.
Submit and manage the conferencing budget, and prepare monthly expense claims.
Work closely with the Finance Team to ensure accurate financial reporting.
Oversee and manage all financial elements of the conferencing business.
Operations & Team Management
Ensure conferencing supplies (stationery, catering items, etc.) are always stocked.
Regularly clean and maintain conferencing rooms, toilets, and communal areas.
Support general upkeep of the building, including basic maintenance/painting as required.
Oversee and manage the timetable of other conferencing team members.
Complete and present monthly reports to Directors.
Work closely with Valley Coffee to support conferencing clients with catering and hospitality.
Marketing & Development
Update the website and content as required.
Regularly update and manage social media platforms.
Develop and implement strategies to increase sales and utilisation of facilities.

Core Responsibilities - Reception Support

Oversee the general office email account -- respond to and redirect emails appropriately.
Handle incoming phone calls and provide a welcoming first point of contact.
Carry out ad-hoc office tasks to support the wider team.
Keep communal areas clean, tidy, and well-presented.
Ensure cleaning, office, and first aid supplies are adequately stocked.
Manage monthly contractors (e.g., LES - sanitary waste collection, ABC Printing, etc.).
Submit monthly expense claims and invoices relating to office running costs.
Submit and manage the office budget.

Person Specification

Essential Skills & Qualities

Strong organisational and time-management skills.
Excellent communication and interpersonal skills.
Financial awareness and ability to manage budgets and invoices.
Proactive, hands-on approach with attention to detail.
Flexibility to take on both managerial and practical tasks (from invoicing to room set-ups).
Confidence in using IT systems, social media, and office software.
Desirable Skills & Experience
Previous experience in conferencing, hospitality, or facilities management.
Experience in people management or team supervision.
Marketing or business development experience.

Job Types: Full-time, Permanent

Pay: 27,000.00-30,000.00 per year

Benefits:

Discounted or free food Employee discount Free parking On-site parking
Application question(s):

Please outline any relevant experience which would help you in this role.
Work Location: In person