• Francesca Ratcliffe-Boize
  • e-mail
  • 020 7499 5955

Event Coordinator (Sales and Planning)West End, England

Reference: ECCH/FRB Type: Permanent Start: 01/06/2014 Industry: Hospitality and Catering

Salary: £24000 per annum

Description:
A unique part of the London cultural scene, this venue is a vital element of the nation's
heritage, where surprising and original events bring the historic buildings to life. From its
origins, it has been a centre for debate and discussion - an intellectual powerhouse for the nation.
The Events Department was established in 2001 with the responsibility for sourcing and
managing corporate and private events.
The Department arranges over 200 events a year, including revenue‐generating
events, launch, promotional, sponsorship and development events, with a target of £1.5
million gross revenue for the 2013‐14 financial year, rising to £2 million in 2014‐15.

Main activities and responsibilities
Sales (as allocated by Senior Events Manager:)
* To support the daytime and live event sales for both internal tenant activity and external
sales, working towards a departmental sales target of £1.5 million
* Handle enquiries on a daily basis from both external and internal clients and suppliers
* To lead specified events from enquiry through to follow up, whether handed over to a
freelance Events Operations Manager or self‐managed
* Full P&L responsibility for relevant events
* Alongside the Senior Sales Manager, to cultivate repeat clients & to proactively explore
and implement ways of promoting the services of the business
* Provide follow up calls / information to new clients on a regular basis
Planning (as allocated by the Deputy Head of Events:)
* To deliver the highest level of customer service, leading on client and supplier relationship
from hand over to event
* To lead on all administrative areas of an Event, including communication both internally
and externally, such as Operations Orders & staff booking for example
* To work cohesively with all Events team members to ensure smooth handover from Events
Executives to Event Planner
* To hand over events comprehensively to a freelance Events Operations Manager or to
event manage own events
* Liaise with, prior to, and monitor on the event day, accredited suppliers, including on site
caterer
* To ensure post‐event follow‐up with all relevant parties to maximise future opportunities
& to encourage repeat business to grow
* Ensure that events are managed with minimum impact on the operation
* Ensure that the standards and operational procedures for all events are consistently
maintained and enhanced including all relevant Health & Safety legislation
* To liaise with all departments to ensure events run smoothly
Overall:
* Create a professional environment for the business to grow
* Work closely and creatively within the Events Team and other departments within
Somerset House Trust, Tenants and the Courtauld Gallery
* To carry out any other reasonable duties in line with the post as may be required from
time to time
Person specification
Qualifications
* Essential: Graduate or graduate calibre - preferably in Events Management / Leisure /
Business or Sales fields
* Personal Licence holder preferred
Experience
* 3 years or more previous experience in a similar role is essential, preferably within a
unique venue with public spaces
* Large scale and marquee event experience
* Ability to use all MS packages and a CRM and diary package such as 'Events Perfect' at an
intermediate level
* Experience of managing and working with a wide range of event suppliers with the ability
to oversee, devise and manage operational procedures to the highest standards.
Skills / Abilities
* IT literacy with demonstrable proficiency in MS Word, Excel and PowerPoint
* Highly organised and highly motivated with an ability to work both on own initiative and as
a team player, contributing expertise and leadership in a diplomatic fashion
* Able to promote initiatives to expand the business
* Flexible in approach to hours, input and adapting to change
* Excellent communication skills both verbal, written and numerate
* Experienced in liaising with clients across a variety of backgrounds, managing their
expectations to the highest level with a strong customer focus and excellent attention to
detail, whilst respecting and adhering to the limitations of an historic venue.
* Excellent interpersonal skills at all levels and evidence of ability to influence decisionmaking
and builds excellent rapport with clients and colleagues
* Excellent prioritisation and time management skills, coupled with ability to work under
pressure and to tight deadlines.
* Excellent interpersonal skills with the ability to communicate successfully across teams
and hierarchies and with a number of different stakeholders.
Contract hours
Hours of work are an average of 37.5 hours per week.

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52 Berkeley Square London W1J 5BT020 7499 5955

Registration by appointment only
in Central London