Reception/Training Coordinator

Receptionist / Training Coordinator

Location: Belfast
Position Type: 37.5 hours Monday to Friday (core hours 8am-6pm)
Salary: £27,000 to £30,000 per annum

Profile

My client is seeking a highly organised and professional Receptionist / Training Coordinator to support the smooth running of their Office in Belfast. This role combines front-of-house reception responsibilities with training administration and coordination duties, ensuring an exceptional experience for clients, delegates, trainers, and visitors.

Key Responsibilities

Reception & Front of House

• Welcome clients, delegates, contractors, and visitors in a professional and friendly manner.
• Manage front-of-house operations.
• Coordinate registration for training courses and clinics when required.
• Update attendance records and follow up with non-attendees.
• Manage onsite parking arrangements for visitors and trainers.
• Coordinate refreshments for clients and guests.
• Handle enquiries and bookings via telephone, email, and face-to-face interactions.

Training Administration & Coordination

• Coordinate registrations for public and open training courses.
• Maintain accurate records within the company's training management system.
• Respond to internal requests for training dates.
• Manage the training date-hold database and trainer availability schedules.
• Liaise with independent trainers and contractors regarding training assignments and availability.
• Schedule confirmed in-company training courses and issue booking confirmations.
• Plan and schedule public/open course programmes 3 to 6 months in advance.
• Coordinate trainer communications regarding confirmed and cancelled training dates.
• Arrange and distribute Zoom meeting links for online training courses.
• Ensure client-specific requirements and booking requests are actioned appropriately.

Training Centre & Facilities Management

• Ensure training rooms are fully prepared and equipped for delivery.
• Maintain equipment servicing, maintenance records, and asset logs.
• Monitor and replenish training centre supplies.
• Log and distribute returned training materials to the relevant administration team.
• Ensure training facilities remain compliant with health and safety standards.
• Coordinate external venue requirements, including venue suitability assessments and trainer parking arrangements where possible.

Communication & Stakeholder Management

• Develop and maintain effective working relationships with colleagues, clients, suppliers, and independent contractors.
• Work collaboratively with the Newry-based team to ensure continuity of service.
• Notify trainers and clients of course cancellations and maintain accurate records.
• Communicate course changes, operational issues, and new business opportunities to senior management.
• Provide professional advice and support to prospective and existing clients throughout the booking process.

Additional Duties

• Coordinate courses.
• Support the wider business with additional administrative and operational duties as required.
• Undertake other reasonable tasks in line with business needs and management direction.

Skills & Attributes

The ideal candidate will demonstrate:

• Excellent customer service and communication skills
• Strong organisational and administrative abilities
• A professional and welcoming approach
• Excellent attention to detail and record-keeping skills
• Ability to manage multiple priorities and deadlines
• Strong IT skills, including experience with databases and online meeting platforms
• Ability to work independently and as part of a team
• A proactive and flexible attitude to work