Events Coordinator

Job Description

Job title:	Events Coordinator
Department:	Events and Conferencing
Location:	Murray Edwards College premises or other places as required tofulfil the duties of this role
Purpose of role:	To successfully manage events and clients, both internal andexternal, including commercial, private, students and Fellows. Tosupport the BDM on responding to initial enquiries and seeing theevent through from proposal to delivery.
Line manager:	Business Development Manager
Line manages:	N/A
Salary Band:	6
Hours:	Full time – 37.5 hours per week
DBS check required?	Yes / No If yes: Basic /	Standard /□Enhanced	−

Main duties and responsibilities:

Event Management and Client Relationships:

Support the BDM in responding to incoming enquiries from a variety of different sources (web, telephone, emails, referrals etc.) in an effective and timely manner. Record this information on the in-house CRM system.

Working closely with all other in-house departments to ensure the effective and smooth delivery of events. Including the Porters’ Lodge, Accommodation, Front of House & Catering, Kitchen, Gardens and Maintenance.

• Provide full event support to all clients from the point of initial inquiry, through to the event delivery and post-event invoicing and feedback meetings.

• Carry out site visits for clients, in a positive manner, using successful upselling techniques, with support from the BDM. These may be in person or virtual.

Demonstrating excellent product knowledge when carrying out site visits and meetings and in all communications with customers. This includes both the history and current position/news of the College.

• Liaise with clients prior to their event to ensure all of their requirements are accurately recorded on the booking system before the day of the event.

• Meet the client on the day of their event and be available throughout the event to ensure the event runs smoothly. Catch up with the client before they depart for feedback on the day.

• Working with accommodation and rooming lists and helping manage the B&B side of the business.

• Build relationships with clients to secure return business and achieve a high client satisfaction rate.

• With support from the BDM, and using the in-house event planning and CRM system, assess feasibility of events to ensure we can reach client needs.

• Work very closely with the in-house AV and Production Assistant to ensure we go above and beyond the clients’ needs and expectations.

• Produce event documents including, but not limited to, contracts, invoices, running order, signage and table plans.

• Working with Fellows, Alumnae, Benefactors/Stakeholders and the Development team.

Collating additional necessary information form clients and internal teams, such as PEEP forms, third party risk assessment and health and safety forms etc.

• Attend weekly planning meetings with other departments.

• Attend weekly event team meetings, run by the BDM, to assess upcoming events, workloads and the sales pipeline.

• Provide a high level and professional customer service to all clients.

Other duties:

• Book business from new and repeat clients, capturing their details and event requirements and accurately ensuring this date is put onto the booking system.

Manage the sale of University Rooms, uploading availability on to both the booking system and the University Rooms website. Manage bookings, including commercial bookings using a promotional code and update the booking system accordingly.

• Working closely with the BDM, ensure that all the collateral (menus, pricing etc.) that we send to customers is up to date and accurate.

Working closely with the BDM on developing new procedures and processes to ensure that the department runs effectively and efficiently. Updating any necessary trackers and spreadsheets where required and requested.

• Understanding the application of Prevent legislation to bookings.

• Make changes to the events microsite in conjunction with the BDM

• Update social media channels with news and offers with conjunction with the BDM

Communication and Problem Solving:

• Ensure that all internal departments have all the information they need for events to run successfully.

• Work in a collaborative manner with the events team, wider teams and clients to develop rapport and build strong working relationships.

• Ensure that the internal booking system (KX) is up to date with the latest information promptly and accurately.

• Assist with the day to day running of the Events office, assisting commercial clients, Fellows, students and staff with any enquiries.

Support and Cover:

• Assist the BDM with ensuring that all marketing and collateral is up to date, based on our current offering.

• Cover reasonable additional tasks for the AV and Production Assistant and BDM in their absence

• Undertake any other duties appropriate to the grade as required.

Person Specification

	Essential	Desirable
Qualifications:	GCSE Maths and English, grade C orabove or equivalent	NVQ Level 2 in Customer Service
Skills, knowledgeand experience:	● Excellent communicationskills● Excellent attention to detail
	Ability to work as part of ateam but also effective whenworking aloneGood organisational skillsExperience of working in anEvents office or a similarcustomer faced office serviceenvironment
IT skills:	Microsoft Suite	Kinetics (KX)Perfect Tableplan
Personal attributes:	Friendly and approachableCourteous and respectful ofothersCalm under pressureFlexible and willing to work outof hours/weekendsPositive outlookStrong work ethic, andprepared to go the extra mileCustomer orientation