• Francesca Ratcliffe-Boize
  • e-mail
  • 07872619611

Events Accounts AdministratorWest End, England

Reference: EAAW/FRB Type: Permanent Start: ASAP Industry: Hospitality and Catering

Salary: £26000 per annum

Description:



JOB PURPOSE AND SCOPE
*To professionally sell the service and facilities.
*To work with existing clients to develop further business via account penetration.
*To maximise the conversion rate from enquiry status to contracted event
*To work effectively within the Events team to ensure that all meetings and events planned by the events office are properly organised and efficiently run.


KEY DUTIES & RESPONSBILITIES
1)Work in Rendezvous (RDZ) to enter new business enquiries that you receive
2)Respond to enquiries received by phone, email or in person within 4 hours and follow-up these enquiries within 3 working days i.e. efficient administration of the business leads
3)Arrange site visits for every new client gained and conducting subsequent show rounds
4)To ensure that clients receive full attention to detail throughout the event including regularly updating the Booking Confirmation in RDZ with accurate details and information for both the client and the service providers
5)Inform guests of constraints of both of the buildings and environments i.e. licenses and noise restrictions etc. at the earliest opportunity
6)Discuss with prospective clients their catering and audio visual requirements with confidence and recommendation on food and wine matches
7)Contract clients with Terms and Conditions and set out deposit structure (if appropriate) at earliest opportunity
8)Up-sell philosophy at all stages including low cost add-ons, added value items and suggesting exclusive use of venue where appropriate
9)Effective diary management at all times including regular follow-up on tentative enquiries to ensure conversion or account penetration for a future event
10)Work closely with the Academic and other internal departments to ensure their bookings are correctly placed in the diary within the agreed guidelines
11)To ensure the smooth running of events on the day of the event, working with the Operational Managers when required.
12)Effective follow-up after each event to secure future bookings, including sending the client survey for feedback which we can react to individually
13)Assist in printing and distributing the weekly function sheets for the operational staff and chefs
14)Support the Deputy Manager with paperwork and adverts for the Members Services and Social events such as the annual RSM Carol Concert etc.
15)Proficient use of the Sales Lead module in RDZ (as per the standard operating procedure), including effective lead follow up and strategic account management.
16)Be available for the daily 10@10 meetings (as per the Standard Operating Procedure) and host 1 per week, ensuring that all relevant data is available at the appropriate time.
17)Regular follow-up calls to client for account penetration and strategic account management
18)Regular competitor research and benchmarking


GENERAL
1)Use your best endeavours to ensure all information on the booking sheets are 100% accurate before circulating to clients and in-house service providers
2)To be available for the week sheet meetings with the operational, chefs and av teams.
3)Ensure that all correspondence is correctly stored within RDZ within departmental time frames, to ensure that complete information on each event is always readily available.
4)To attend the regular Sales & Marketing meetings organised by the Business Development Executive, Marketing Executive, the Office Manager or the Director of Support Services.
5)Produce function menus/place cards/seating plans where applicable
6)Support all members of the Events Team as and when necessary at the request of the Events Office Manager.
7)To undertake reasonable requests and any additional tasks required by the Events Office Manager or Director of Support Services

Experience Required
Experience in a commercial sales environment
Proven track record in Event Planning
Demonstrable success in face-to-face negotiation
Professional Client administration
Sales and negotiation skills


Qualifications required
Exceptional organisation skills with attention to every detail
Self-motivated and able to work well under pressure
Degree in event management or 3+ years' experience in a hotel/conference sales environment
Good product knowledge - room lay out possibilities, food, wines etc.


Dress and Appearance
Dress should be formal business attire during client meetings, tradeshows, exhibitions and open days. To always be of an immaculate personal appearance.



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52 Berkeley Square London W1J 5BT020 7499 5955

Registration by appointment only
in Central London