Job title: Administrative Assistant

Department: Creative - Scenic

Responsible to: Warehouse Manager

Responsible for: N/A

Location: Croydon / Beckenham

Hours: 40 per week

Contract type: Full time, permanent

Salary: £28,000 - £32,000 dependent on experience

OVERVIEW

Eclipse Presentations is an industry leader in live event production, where we craft unforgettable experiences for clients through our cutting-edge audio-visual and scenic solutions. Our dedicated team of professionals brings exceptional events to life in all scales and formats. We're currently on the hunt for an organised, detail-oriented Administrative Assistant to join our team and ensure the smooth execution of events through efficient management of Scenic operational requirements.

At Eclipse, we pride ourselves on the quality of our work and that comes from the quality of our people; our expectations are high and in return we provide excellent support and career progression opportunities. If you are hungry for your next challenge and to contribute to the success of a strong and dynamic organisation, we want to hear from you!

PURPOSE OF THE ROLE

The role of the Administrative Assistant is to support the scenic workshop team by coordinating administrative tasks, managing documentation, and assisting with scheduling, purchasing, and communication across departments.

MAIN DUTIES & RESPONSIBILITIES

You will:

• Play a crucial role in successful live events by managing site carpenter related requirements.
• Booking and scheduling of carpenters for site work
• Collaborate with our Production team, Scenic Project Managers & Operations to ensure sufficient staffing onsite with consideration to availability of carpenters and their skill levels.
• Coordinate Scenic operational "firefighting" activities, including last-minute scheduling changes and problem-solving.
• Updating changes in the company's booking system.
• Manage carpenters, monitoring hours, creating and amending PO`s, and booking out of hours transport.
• Liaising with carpenters for event briefs and debriefs.
• Book transportation for Scenic staff members to site as required.
• Answer phones, handle enquiries, and delegate to the appropriate team member as required.
• Participate in an on-call rota to handle out-of-hours emergency assistance.
• Purchasing of materials & supplies with attention to time sensitive deliveries.
• Communicating with Project Managers to ensure Scenic pullsheets are sent on time.
• Help keep H&S files / reports up to date.
• Help keep stock Inventory accurate.
• General everyday office work and assisting in requests.
• Book travel & accommodation

Our Commitment to Diversity:

We are an Equal Opportunities Employer and are committed to tackling systemic inequalities by being proactive in creating opportunities for people from under-represented groups. With this in mind, we welcome applications from all ethnic backgrounds, religions, gender identifications and sexual orientations, and from anyone who considers themselves to have a disability.

Why Join Us:

At Eclipse, we are committed to fostering a diverse and dynamic work environment where personal and professional growth is encouraged. You'll play an important role in our events’ preparation and delivery, helping us maintain our leading position in the live events industry. Ready to drive your career forward in the thrilling world of live events? Apply for our Administrative Assistant role today!