Administrator / Coordinator

Location: Derby

Hours: Monday to Friday, 9:00am to 3:00pm

Pay Rate: Negotiable DOA

Start Date: Immediate Start Available

About the Role

We are currently recruiting for an experienced Administrator / Coordinator to join a busy and professional organisation. This is a varied role that combines administration, coordination, customer service, event support, membership management, and office operations.

The successful candidate will be highly organised, confident managing multiple tasks, and able to work accurately with confidential information. This position would suit someone with a strong administrative background who enjoys coordinating projects, supporting senior management, and communicating with a wide range of stakeholders.

Key Responsibilities

Administration & Data Management

• Maintain and update company systems and databases, including membership management systems, Xero, and other internal platforms.
• Enter, manage, and review data accurately and efficiently.
• Produce reports and present departmental information to the Director of Operations.
• Prepare and type confidential documents, including board meeting minutes and business correspondence.
• Ensure all records and documentation are maintained to a high standard.

Finance & Accounts Support

• Process invoices, expenses, and purchase documentation for approval.
• Support credit control activities and monitor outstanding payments.
• Assist with general finance administration and bookkeeping tasks.
• Work with Xero accounting software as required.

Membership & Customer Service

• Act as the first point of contact for members, customers, and general enquiries via telephone and email.
• Coordinate membership renewals and maintain membership records.
• Promote and sell membership packages throughout the year and at industry events.
• Provide professional customer service and support to all stakeholders.

Events & Trade Show Coordination

• Plan and coordinate travel and accommodation arrangements.
• Organise materials, logistics, and administration for annual trade shows and exhibitions.
• Coordinate the transportation of exhibition materials and equipment.
• Manage exhibitor documentation, including:
  • Health & Safety documentation
  • Build plans
  • Travel arrangements
  • Event control systems
• Support awards ceremonies and industry events, including venue setup and event coordination.

Competition & Awards Administration

• Coordinate entries for national competitions and industry awards.
• Organise judging processes and sample management.
• Collate and manage competition documentation and submissions.
• Support the planning and delivery of awards events.

General Office Support

• Provide administrative support to the Director of Operations.
• Liaise with internal teams, members, suppliers, and external stakeholders.
• Undertake additional administrative and coordination duties as required.

Essential Requirements

To be considered for this role, applicants should demonstrate:

✅ Minimum 3 years' experience in an Administration, Office Coordinator, Business Support, Executive Assistant, Office Manager, or similar role

✅ Strong organisational and time management skills

✅ Excellent written and verbal communication skills

✅ Experience managing multiple priorities and deadlines

✅ Strong Microsoft Office skills, including:

• Word
• Excel
• Outlook
• PowerPoint

✅ Experience updating and maintaining databases or CRM systems

✅ High level of accuracy and attention to detail

✅ Professional and confident telephone manner

✅ Ability to handle confidential information appropriately

✅ Experience coordinating travel, meetings, events, or projects

Desirable Experience

The following skills and experience would be advantageous:

• Experience using Xero Accounting Software
• Accounts administration or basic bookkeeping experience
• Invoice processing and expense management
• Credit control experience
• Membership organisation experience
• Event, exhibition, or trade show coordination
• Minute taking at senior management or board level meetings

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.