VACANCY – ADMINISTRATIVE COORDINATOR – FULL TIME 

Job Description

If you are a confident, organised and efficient multi-tasker who is looking for a new challenge then we would like to hear from you. We are looking for an Administration Co-ordinator to work within our Office Team in an expanding Equestrian Centre on the Hampshire/Berkshire border.

Overall Function of the role:

To organise, lead and co-ordinate administration duties and reception procedures, with a specific focus on our riding school. To ensure high levels of organisational effectiveness and communication between departments. To ensure the smooth running of the admin teams and help improve company procedures and day-to-day operation.

Areas of responsibility:

You will be responsible for the following:

All bookings associated with the riding school, overseeing the other reception staff to ensure high standards of customer care.

Taking bookings via telephone and in person from existing clients and prospective new customers.

Ensuring that all administration procedures are accurately completed by all staff via a regular audit procedure.

Ensuring all processes and procedures are completed according to the necessary deadlines and are followed through efficiently.

Ensuring that at all times 100% customer service levels are maintained and that good customer relationships are built and trust is established quickly.

Proactively introducing clients to Wellington, including showing them around the facilities and converting prospective enquiries into active bookings.

Liaising with Instructors and other team members to ensure that the office teaching diary is workable.

Ensuring on a daily basis that you & your colleagues deal with all enquiries coming into the business such as taking holiday booking questions, show queries, facility hires and other eventualities.

Working with all other departments and undertaking general office duties to support the management team as necessary.

On a daily basis overseeing the handling cash handling and other payments coming into the office and also cashing up at the end of the working day.

Accurate file management and data entry is critical, and other databases and spreadsheets using Excel and other in-house applications.

Ability to understand and interpret the company’s philosophy, capabilities and services; effectively communicating all relevant products and services to our clients

Preparing and communicating the reception rotas and liasing with the other departments to ensure their rotas are fit for purpose.

Preparing, liaising and communicating a marketing strategy in conjunction with the other departments.

Keeping the Managers informed of any issues that may arise relating to all aspects of the role.

Person Specification:

We are looking for a confident, friendly, professional person with great interpersonal skills, a ‘down to earth’ style & a can-do attitude.

You must have an excellent, proven track record of working within an administrative/customer focussed environment.

You must be a pro-active, organised team player with excellent spoken and written communication skills.

It is essential that you have excellent IT skills & a strong working knowledge of social media. The ability to adapt to in-house databases and booking systems would be a real advantage.

The position requires commitment, focus and accuracy.

You must be flexible with regards to duties and hours.

An equestrian background is highly desirable.

You must enjoy working in a very busy equestrian environment where deadlines are crucial and at all times you must maintain your sense of humour.

You will be a driver with your own transportation (due to hours and distance from public transport networks).

Some experience of accounting procedures & cash handling is desirable but not essential.

Enhanced CRB certification or the willingness to obtain certification is essential.

Other Important Information:

Standard working hours – 5 days per week: Tuesday to Saturday – 08.45am – 5.45pm (1 hour for lunch).   Additional hours may be required to fulfil the needs of the role and the business.

Holiday cover – You will need to be available to cover occasional alternate working days as holiday cover for other office staff. Time off will be given in lieu for this holiday cover from the usual working week.

Holidays – 28 days to include statutory holidays.  Due to the needs of the business bank holidays are considered to be working days.

Salary: Package dependent on individual suitability for the position.

Please email a covering letter and/or C.V to nicki@wellington-riding.co.uk