Job Description

Job Summary

We are looking for a dynamic, highly organised, and people-focused individual to join our team as an Events and Office Administrator. The ideal candidate will be overseeing the seamless execution of private and corporate events at The Varsity Club. From handling initial enquiries to coordinating logistics and ensuring smooth on-the-day operations, they will have a hands-on approach to event management. In addition to event coordination, this role involves overseeing essential office operations to ensure smooth day-to-day functioning. They will be responsible for managing administrative tasks such as maintaining company records, handling employee paperwork, assisting with payroll processes, and ensuring the office is well-organised.

There is some flexibility between

Part time and Full time

depending on the range of duties included.

Events Management:

Act as the first point of contact for private event enquiries, managing communication with clients from initial inquiry to post-event follow-up. Plan and coordinate private and corporate events, including venue logistics, catering, and entertainment arrangements. Conduct show-arounds and consultations to understand client needs and tailor event packages accordingly. Liaise with internal teams, including kitchen, bar, and floor staff, to ensure seamless event execution. Maintain and update event booking systems, managing reservations and availability. Track and analyse event performance, collecting client feedback to refine offerings and enhance customer satisfaction.

Business Development & Client Relations:

Develop and maintain strong relationships with corporate clients, student societies, and social groups to drive repeat business. Identify and explore new business opportunities to expand private hire and group bookings. Collaborate with marketing to promote event packages, special offers, and seasonal campaigns. Ensure prompt and professional responses to client enquiries, maintaining high standards of customer service.

Office Administration & Operations:

Oversee general office operations, including supplies management and maintenance coordination. Maintain and organise company records, employee paperwork, and operational documentation such as invoices and receipts. Support HR functions, including new hire inductions and payroll coordination. Streamline administrative workflows by implementing efficient record-keeping and communication processes.

Financial & Compliance Responsibilities:

Assist in budget planning and cost control for events. Process invoices, deposits, and payments related to event bookings. Ensure events and venue operations comply with licensing, health & safety, and company policies.

Team Coordination & Leadership:

Work closely with front-of-house and bar teams to ensure smooth service during events. Conduct regular team briefings and debriefs to optimise event execution and guest experience.

Essential Requirements:

Experience in event planning, hospitality,

or a similar customer-facing role.

Strong Organizational & Administrative Skills

- Ability to manage event logistics, bookings, and office operations efficiently.

Excellent Communication & Customer Service Skills

- Confident in interacting with clients, handling enquiries, and delivering exceptional service.

Ability to Multitask & Work Under Pressure

- Comfortable managing multiple events simultaneously in a fast-paced environment.

Financial Awareness

- Ability to manage deposits, invoices, and event budgets.

Problem-Solving & Adaptability

- Quick-thinking and able to resolve issues efficiently.

Team Leadership & Collaboration

- Ability to work closely with FOH, kitchen, and bar teams to ensure seamless event execution.

Flexibility with Working Hours

- Willingness to work evenings and weekends, as required for events.

Desirable:

Proficiency in IT & Booking Systems

- Familiarity with event management software, CRM tools, or reservation systems (experience with ResDiary, VenueScanner, or DesignMyNight is a plus). Knowledge of

social media marketing

or promotions to support event advertising. Enthusiastic about

creating memorable experiences for guests and ensuring top-quality service

. Willingness to go the extra mile to deliver exceptional events. Previous experience in a

supervisory or managerial

role within hospitality or events.
If you are a motivated individual with a passion for organisation and administration, we encourage you to apply for this exciting opportunity as an Events and Office Administrator, even if you may not have experience in all aspects of the role.

Job Types: Full-time, Permanent

Pay: 25,000.00-33,000.00 per year

Benefits:

Company pension Discounted or free food Employee discount Sick pay
Schedule:

Monday to Friday
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 15/08/2025