Receptionist / Event Coordinator

Scarlets Rugby is a professional Rugby club steeped in history and tradition. Based at Parc y Scarlets in Llanelli, we compete in the United Rugby Championship (URC) and European competitions. Parc y Scarlets is not only our fortress on matchdays but also a premier venue for conferences, events, and hospitality in West Wales., The Receptionist / Event Coordinator is the first point of contact for visitors, clients, contractors, and stakeholders, providing a professional and welcoming front-of-house service while supporting the planning, coordination, and delivery of stadium events. The role combines reception, administration, and event coordination duties to ensure efficient day-to-day operations and exceptional customer service., Reception & Customer Service

• Welcome visitors, clients, contractors, and event attendees in a professional and friendly manner
• Answer and direct incoming telephone calls, emails, and enquiries promptly
• Manage the reception area to ensure it remains clean, organised, and presentable
• Coordinate visitor access, issue passes, and maintain visitor records in accordance with stadium security procedures
• Provide information regarding stadium facilities, events, and services
• Receive and distribute mail, deliveries, and courier items
Event Coordination
• Assist in planning and coordinating stadium events, functions, meetings, and community activities
• Prepare event documentation, including function sheets, booking confirmations, schedules, and client correspondence
• Liaise with clients, suppliers, contractors, and internal departments to ensure event requirements are communicated and delivered
• Coordinate meeting room and venue bookings using the stadium booking system
• Support event setup and pack-down activities where required
• Attend events as required to provide operational and administrative support and respond to client needs
Administration
• Maintain accurate booking records, event files, and customer databases
• Prepare invoices, purchase orders, and administrative reports
• Process event enquiries and assist with quotations and booking confirmations
• Support the Venue Manager with general administrative tasks and reporting
Communication & Stakeholder Management
• Maintain positive relationships with clients, sporting clubs, event organisers, suppliers, contractors and stakeholders
• Respond to customer enquiries professionally and efficiently
• Communicate event updates and operational information to relevant departments
• Escalate customer concerns or operational issues to the Venue Manager when required
Compliance & Safety
• Comply with all Workplace Health and Safety (WHS) policies and procedures
• Ensure reception and event administration practices comply with stadium policies
• Support emergency procedures when required
• Maintain confidentiality of customer and organisational information
Key Performance Indicators (KPIs)
• High level of customer satisfaction
• Accurate and timely processing of event bookings
• Efficient reception and enquiry management
• Successful coordination of event administration
• Accurate record keeping and reporting
• Positive client feedback
• Compliance with stadium policies and procedures
• Effective communication with internal and external stakeholders
  
  We are looking for two self motivated and personable individuals to join the team as a Receptionist / Event Coordinator (job share)., Previous experience in reception, administration, customer service, or event coordination
• Excellent verbal and written communication skills
• Strong organisational and time management skills
• Ability to manage multiple tasks and competing priorities
• High level of professionalism and attention to detail
• Proficiency in Microsoft Office Suite and booking or event management systems
• Ability to work independently and collaboratively within a team
• Strong customer service focus, Experience working within a stadium, sports, hospitality, or events environment
• Knowledge of venue management or event booking systems
• Experience coordinating corporate, sporting, or community events
• Ability to speak Welsh, A professional, welcoming, and approachable manner
• Excellent customer service and interpersonal skills
• Strong attention to detail and organisational ability
• The ability to remain calm and adaptable in a fast-paced event environment
• Initiative, reliability, and accountability
• A collaborative approach and willingness to support operational requirements
• Flexibility to work evenings, weekends, matchdays and public holidays as required to support stadium events
  
  Salary: Above minimum wage