Reception/Training Coordinator
- Recruiter
- Reed Specialist Recruitment
- Location
- Belfast
- Salary
- £27,000 - £30,000 per year
- Contract
- Permanent
- Work pattern
- Not Specified
- First listed by Ontap
- 11 September 2026
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Job description
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