Event Sales Coordinator
What we are looking for:
EVENT SALES
- Act as the first point of contact for all initial event enquiries, professionally managing a high volume of enquiries via email and telephone in a timely and efficient manner.
- Think creatively to maximise opportunities by thinking outside the box to accommodate different types of events, when responding to enquiries.
- Always deliver an excellent level of customer service.
- Qualify initial event enquiries before handing over to the Event Sales Managers to conduct site visits.
- Ensuring a smooth handover for clients. And to support the department where needed.
- Build a strong rapport with key agencies and accredited suppliers, as part of the enquiry process.
- Where necessary, support the Sales team by taking site visits.
- Support the Sales team in securing business, whilst respecting and adhering to the limitations of a Grade-I listed venue.
- Ensure post-event follow-up with all relevant parties to maximise future opportunities and to encourage repeat business.
- Work closely with other departments to ensure effective diary management and to maximise sales opportunities through effective space planning.
- Maintain and ensure all sales documentation and templates (including packages, proposals, venue information and external website listings) are accurate and up to date.
- Where required, support the Sales team with administrative tasks associated with sales tradeshows and cultivation events, including follow up sales emails.
ADMINISTRATION
- Overall responsibility for administration within the Sales team. This includes security deposit refunds, invoice requests, managing supplier commissions and any relevant purchase orders.
- Proactively liaise with clients and suppliers to ensure all paperwork is in place for sold events and that payments are received on schedule.
- Work closely with the Finance department to manage and minimise debtors.
- Ensure the event and venue management systems are updated for all events, generating reports from the system as required from the Head of Commercial Sales for analysis.
- Maintain and implement tracker documents and spreadsheets as required.
- Prepare and share weekly sales reports.
- Prepare and share monthly enquiry and commission reports with the Head of Commercial Sales.
- Coordinate all administrative tasks related to the Venue Hire accredited supplier tenders, including handling email correspondence, tracking applications, and providing support for any related tasks as required.
- Manage and maintain the venue hire section of the Somerset House website, ensuring content is accurate, up-to-date, and aligned with brand standards.
- Provide comprehensive administrative support for venue hire marketing activities, including creating and distributing newsletters, coordinating promotional materials, and managing the booking and scheduling of photographers and videographers to capture event content.
- Maintain and update client databases, ensuring accuracy, completeness, and compliance with data protection standards.
- Ensure that all audit and systems-based requirements for events are undertaken both accurately and in a timely manner.
- Support the team by conducting regular industry research where required.
- Minute both team and wider departmental meetings.
OTHER
- When required, organise, plan and deliver internal events, working with departments across the Trust. This will range from small cultivation events to exhibition openings and events for a range of Somerset House’s partners and stakeholders.
- Carry out any other reasonable duties in line with the post as may be required from time to time, including covering other coordinator roles when required.
- Work closely with other departments in the Trust to ensure smooth and effective communication, maximising opportunities where possible.
Skills, knowledge & expertise required for the role:
EXPERIENCE
- Experience delivering excellent customer service in a public/client facing role
- Experience of general administrative tasks and/or diary management
- Experience of information management, including producing, distributing and presenting information to a wide variety of audiences
- Experience with financial tracking and chasing payments
- Experience of working with a range of event suppliers desirable
- Experience delivering events preferable, within a unique cultural/heritage venue with public spaces
SKILLS
- Exceptional communication skills, both verbal and written, with the ability to adapt communication styles accordingly
- Excellent prioritisation and time management skills, with ability to work under pressure
- Strong attention to detail with an ability to multitask and adapt to change
- Continuous improvement mindset, willing to question processes and make suggestions
- Excellent interpersonal skills, able to build and maintain effective working relationships with clients and colleagues at all levels
- Ability to work both independently and as part of a team
Benefits to working at Somerset House
Mental Health & Wellbeing
- Contribution towards eye tests and glasses
-Trust life insurance scheme
- We offer winter flu vaccination vouchers
* dependent on the needs of the role
Holiday
Other Leave
Benefits
Discounts, offers and free stuff
-The list is endless and includes tickets to Somerset House events and entrance to other London Heritage sites
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-Discounts in Somerset House cafes and restaurants
-Discounts with various high street retailers and restaurants
-Discounts to local leisure centres
*following 3 months of employment
About Somerset House Trust
Somerset House is actively anti-racist and you can read about our commitment to diversity, equity, inclusion & belonging
here. We are working hard to ensure our people, our onsite community and our sector reflect, represent and include all of society.
Our Commitment to Anti-Racism, Diversity, Equity, Inclusion & Belonging:
discrimination
in the initial screening stage of our recruitment process. This reinforces our commitment to focusing on the skills and qualifications of all applications from the start.
We're committed to creating an inclusive recruitment process. Please let us know if there's anything we can do to help you perform at your best. We're open to adjusting our process to accommodate your needs please email people.team@somersethouse.org.uk.
The Trust reserves the right to close a job before its application deadline.
Please only apply if you have the right to work in the UK; the Trust cannot currently offer sponsorships.
Somerset House Trust operates a hybrid working model which does not allow employees from working outside the United Kingdom
Documents
Our Hiring Process
Don't worry if you don't see any roles you want to apply for now. Register your interest to allow us to contact you when a suitable role meeting your criteria comes along. Unfortunately, the Trust cannot sponsor or take over sponsorship of an employment Visa at this time.