Receptionist / Event Coordinator

Rob LloydRecruitment

Position Title

Receptionist / Event Coordinator

Part-Time – 25 hours a week 

Flexible Working 

Closing Date: 28.08.26

Reports To: Venue Manager

Position Purpose

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.

We are looking for two self motivated and personable individuals to join the team as a Receptionist / Event Coordinator (job share). 

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.

Key Responsibilities

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

Skills & Experience

Essential

  • 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

Desirable

  • 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

Personal Attributes

The successful candidate will demonstrate:

  • 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

How to apply:

Send your CV and cover letter explaining why you are suitable for the role to [email protected]

Please use the subject line: Application – Receptionist / Event Coordinator – [Your Name]

Include your contact details and availability/start date.

Apply by Friday 28 August, 2026.