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Events Administrator

3 months ago

Birmingham, Birmingham, United Kingdom Birmingham City University Full time

Location:

  • City Centre Campus (STEAM House)
    Salary:
  • £30,102 to £32,721 per annum
  • Fixed Term until 31 March 2025
    Post Type:
  • Full Time
    Release Date:
  • 11 March 2024
    Closing Date:

hours BST on Monday 01 April 2024
Reference:

Steamhouse is recruiting
Are you passionate about delivering great event experiences for a range of clients and businesses, and with a passion for meticulous coordination?

Steamhouse is inviting a dynamic individual to join our innovative team as an Events Administrator.


Steamhouse is a thriving hub for innovation which plays a crucial role in delivering outstanding event and innovation services and ensuring the utmost client satisfaction.

As the Events Administrator, your role involves collaborating with various teams to provide expertise in event support and delivery.

This includes the use of event software to maintain precise and updated event records, collecting comprehensive post-event feedback, and crafting insightful event reports that contribute to continuous improvement.


The role requires a proficiency in dealing with event contracts, strong record keeping, addressing client concerns, and chasing and managing outstanding debts to ensure financial efficiency.

Your customer-focused support will extend to efficient event registration, invitation administration, and maintaining up-to-date delegate details.

As an Events Administrator, you will be present at events, ensuring they run smoothly according to plan.

Your keen eye will help identify concerns or issues that might impact events or overall performance, allowing for timely intervention by senior staff.

For smaller events, you'll take on associated responsibilities to ensure successful execution.


Your adept handling of event enquiries, referring queries to appropriate colleagues, and taking ownership of follow-ups will contribute to a seamless experience for all involved.


You will be responsible for the preparation of event quotations for space hire and catering using internal pricing lists, and communicate quotes to client to secure bookings.

You will also ensure that catering is served as required, cleaning is arranged, rooms are laid out as necessary and technical requirements are fulfilled.

Essentially you will be the face of Steamhouse at commercial events, including pre-event client site visits, greeting clients on the day and ensuring events run smoothly.

Experience of working in an events venue will be an advantage.


Overall, the Events Administrator role requires a proactive and collaborative approach to support the growth and success of all who engage within Steamhouse events and innovation services.


Interview date:
Tuesday 23 April.

This post is part funded by UKSPF and fixed term until March 2025.

As the Events Administrator you will:

  • Use event management software to update and maintain event management records.
  • Ensure post event feedback is collected. Collate feedback and draft event reports.
  • Send out, chase and store event contracts
  • Undertake credit control checks and feeding back concerns or issues.
  • Chase debts and ensure appropriate credit control.
  • Book accommodation for guests and speakers
  • Provide efficient customer focused support for event registration, sending invitations, monitoring and chasing responses and maintaining up to date delegate details.
  • Attend and assist with events and ensuring they run smoothly and according to plan.
  • Alert senior staff to concerns or problems that might impact on events or performance.
  • Run events if required (to support smaller events) and take on the responsibilities associated with this role.
  • Deal with event enquiries, taking appropriate details and referring enquiries to appropriate colleagues. Take ownership of queries following up responses and actions.
  • Provide support for marketing and event publicity and promotion.

Able to demonstrate:

  • A good standard of education with vocational qualifications relating to business administration, customer services and events management of marketing.
  • Experience in a broad, proactive administrative role in a similar environment (events, hospitality or marketing).
  • Selfmotivated with the ability to work in an organised and efficient manner
  • Good attention to detail.
  • Good interpersonal skills
  • Flexible and cooperative
  • Ability to work as part of a team
  • Practical Skills
  • Strong organisational, planning and coordination skills
  • Strong administrative and IT skills.
  • Strong communication skills
  • Able to work at a fast pace and manage conflicting priorities whilst maintain accuracy and attention to detail.

Special requirement:
You will be flexible to work hours that vary according to business need.

Generous employer pension contribution of up to 16%, with life cover and income protection included.

Further details:

  • Job Description BCU Values