Events & Reception Assistant – Full Time
About Us: Located near Woking in Surrey, Bisley Shooting Ground is regarded as one of the UK's premier Clay Shooting venues. We host private and corporate hospitality events for groups of 15 - 200 people, as well as individual and small group Clay Shooting lessons.
Due to continued growth in our hospitality events, we are excited to offer an opportunity to join our vibrant team.
Overview of the role
We are seeking a flexible and hands on individual who’s just as comfortable managing emails and event admin at a desk as they are jumping behind the bar or rearranging tables moments later. This role is perfect for someone who enjoys variety, thrives on switching gears throughout the day, and takes pride in delivering seamless experiences for our guests. This full time, permanent role is predominantly Monday to Friday 8.30am - 5.30pm, with occasional flexibility required for evening or weekend work.
The role primarily supports the Events Manager and also includes Reception cover.
Key Responsibilities:
Event Administration
- Prepare and email booking confirmation documents.
- Maintain accurate and up to date event files, tracking any changes in requirements.
- Monitor event timelines to ensure guest numbers and dietary needs are received on time.
- Liaise with clients as needed to chase outstanding information.
Finance & Invoicing
- Create and issue invoices pre and post event via Xero.
- Maintain a robust monitoring system to track and follow up on outstanding payments by phone or email.
- Escalate any payment issues to the Events Manager.
Stock & Supplies
- Manage stock levels for the Bar and general store cupboard supplies
- Monitor stock usage and ensure timely reordering in line with upcoming events.
- Ensure correct stock rotation and storage.
Registration, Bar and Event Support
- Greet guests professionally upon arrival marking names off the registration list and directing where to go.
- Assist with event setup and breakdown, including arranging furniture and tables and chairs.
- Support bar service during events, including serving drinks, taking payments, restocking bar and maintaining cleanliness and presentation.
Cover & Reception
- Deputise for the Events Manager for 5 weeks of the year, handling all client communications and coordination with external suppliers to run the event in full.
- Provide Reception cover at our sister company the National Clay Shooting Centre for 5 weeks of the year, answering calls, making bookings, taking payments, welcoming guests and assisting with general enquiries.
- Once fully trained as the Events assistant, a further two week training period will be implemented to enable you to provide periods of cover throughout the day for the Reception team at Bisley Shooting Ground, taking phone calls, making bookings and assisting customers during busy periods.
The ideal candidate:
- Excellent organisational and administration skills with the ability to prioritise a varied workload in a busy and dynamic setting.
- Ability to maintain a high standard of work with excellent attention to detail and confident with numeracy and literacy skills.
- Experience with invoicing systems, preferably Xero (desirable but not essential)
- Strong interpersonal and communication skills, with the ability to interact professionally with clients, guests, and colleagues face to face, over the phone and via email.
- Outstanding customer service skills, supported by previous experience in a reception role or a face-to-face service environment.
- Flexibility to work evenings and weekends as required by the event schedules, with time off in lieu arranged.
- Has a hands-on attitude and who is comfortable with an active role. While there’s no heavy lifting involved, you will need to move bar stock and carry event items at short notice, so being physically able and willing to pitch in is essential.
- Thrives in a varied role, comfortably switching between administrative work and active, hands-on tasks throughout the day.
If you think you may be the right person for this role, please submit your CV along with a covering letter HERE.
Pay: £25,500.00-£28,000.00 per year
Benefits:
- Company pension
- Employee discount
- Free parking
- Sick pay
Schedule:
Work Location: In person
Application deadline: 05/08/2025
Expected start date: 18/08/2025
