The Role
We are seeking an Assistant Office Manager to support the Office Manager, Operations Manager & Directors with the running of our business, managing the bookings and customer service side of the business.
Contract Start Date
Role available to start immediately
Primary Job Location & Travel
Our head office in Settle, North Yorkshire
Working hours
Full time, 5 days a week, including up to at least 1 weekend every 4 weeks.
Salary & Pension
Depending on experience, the salary is £30,000.00 per annum, 28 days holiday per annum, with the potential for a salary increase based on performance. Inclusion in the pension scheme, in line with Government guidance.
Who You Are
We are looking for an able communicator who is efficient, organised and interested in adventure. You should be keen to learn about the way in which an adventure travel company is run, and therefore willing to take on varied tasks and responsibilities. The ability to multi‑task and think independently is a must.
Full Job Description
This is a diverse role in which responsibilities and tasks will vary according to the time of year. We are looking for someone who can work in a fast‑paced environment with an eye for detail. The role will involve, but is not limited to;
Management
Managing the day to day running of the office. The business has an office in the Settle area. Initially there will only be a small team, all working together.
Logistics & Event Organisation
supporting the team in making sure all arrangements are in place with clients and staff and ensuring instructors have all the relevant details before their session.
Admin
Database management using a range of programmes; excel, word, outlook, google products (calendar, docs, sheets, groups, etc..) and Customer Relations Management systems (CRM) such as Hubspot.
* Processing of client and supplier details.
* Recording client numbers using venues and sending out user figures to landowners.
* Following up with clients to make sure they have completed the appropriate forms.
* Invoicing support – assisting with taking payments.
* Phones – Answering the phone and selling trips to customers. Calling clients, suppliers and other contacts as needed. Dealing with phone enquires.
* Emails – Answering emails and sending out appropriate information as required.
* Duty Phone – Being the on‑call person to support instructors or activate emergency services of required.
* Weekends – Able to cover the office on 1 or 2 weekends a month.
* Sales – Your focus will be managing incoming enquiries to turn them into bookings. This will involve an element of sales.
* Bookings – Working with the team, to book clients in for adventures and ensuring that all elements of the booking are in place. For example: booking the accommodation, transport, etc..
* Customer service – Fostering good relationships with clients to ensure a high level of service that meets the customer’s needs.
* Invoicing – Putting together, sending out and following up on invoices.
* Miscellaneous additional tasks – to assist in the successful running of an outdoors company.
There are a lot of administration and logistics tasks in supporting the Management Team. Opportunities to take charge of projects within this are possible. We can provide on‑the‑job training for the right person.
Qualifications
* Be able to start ASAP
* Excellent IT skills, particularly in Microsoft Excel & Word
* Familiar with Google programmes such as: Gmail, Drive, etc..
* Have experience using a CRM system. Preferably Hubspot.
* Highly organised
* Ability to prioritise & manage multiple priorities
* A strong sense of initiative
* Independent worker that is able to prioritise work and adjust to the dynamic needs of the business and our clients
* Ability to speak to people. Have a friendly approach and prepared to sell our products to customers on the phone, via emails or other systems.
* Able to work up to 2 weekends per month.
* Able to manage a calendar, to do list and tasks, to ensure bookings are managed to a high level.
* Knowledge of the outdoor activities industry.
Desirable but not Essential
* Experience working in an office‑based/administrative role
* Knowledge or experience with activities that we deliver: caving, climbing, canyoning, canoeing, SUP, hill walking, etc.
* Own transport
* Practical skills
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