Event Coordinator

7 days ago

London, Greater London, United Kingdom American Express Global Business Travel Full time

American Express Global Business Travel (GBT) equips companies of all sizes with the insights, tools, services and expertise they need to keep their travelers informed, focused and productive while on the road.

With approximately 14,000 employees and operations in nearly 140 countries worldwide, American Express GBT empowers customers to take control of their travel programs, optimizing the return on their travel and meetings investments, while, more importantly, providing extraordinary traveler care.


We're moving faster than ever and introducing new products, services, and strategies that will revolutionize the travel industry and bring greater value to our business customers.

Our clients' success expands our success, so we put our heart and soul into helping our clients achieve results that exceed all expectations.

As the world's largest travel management company, we are continuing to build alliances with key travel leaders and suppliers throughout the world, strengthening our position as a quality provider to companies of all sizes.


We are committed to ensuring that our global workforce experiences a culture of belonging that leverages the diverse backgrounds and unique perspectives of our colleagues, clients, partners and communities, to foster a high performing multicultural and inclusive organization.

We believe that a culture where everyone feels engaged, has a voice, and is empowered to achieve their full potential, is core to our purpose and success.

Get ready to take your career to new heights.

For more information about American Express GBT, please refer to our website:

Overview of the role:
A key role within one of our Pharmaceutical Event Management teams.


The role involves working closely with all the members of the team and requires excellent communication skills for dealing with clients and suppliers as well as first class numeracy skills and attention to detail.


Responsibilities:

  • Conduct Qualification calls with clients
  • Research suitable venues for UK and Ireland
  • Liaise with venues to ensure that a full event brief is given to maximise opportunities and savings
  • Negotiate with venues on rates, added value, deposits, commission levels and cancellation terms & conditions
  • Prepare accurate venue quotations for small and midsized meetings
  • Advise clients in a consultative capacity and steer them through likely requirements
  • Provide feedback on venues offered based on experience and past events
  • Coordinate and arrange site visits to view event space held
  • Maintain regular, effective and appropriate liaison with clients at all times
  • Drive compliance and maximise the use of client preferred hotels and rates where appropriate
  • Deliver tangible client cost savings in line with SLA's
  • Process confirmation, amendment and cancellation documents to be sent out to the clients
  • Provide guidance on contract terms & conditions prior to contract signature
  • Deal with complaints at a basic level
  • Budget management including supplier payment, invoicing and reconciliation
  • Commission claims
  • Tracking, input, audit of client TOV (Transfer of Value) reporting
  • Maintaining up to date records on all working files. Archiving ensuring records are correct and documents can be retrieved easily
  • Work as part of a team providing support to Event Managers and assistance onsite at Client events
  • Ability to communicate clearly and accurately amongst peers sharing best practice with peers in all areas of business
  • Regularly review departmental processes and procedures and suggest change, continuously looking for opportunities for improvement
  • Ability to work on own initiative with mínimal supervision whilst managing designated projects throughout their life cycle within agreed deadlines
  • Represent the organisation in a professional manner when dealing with external suppliers and customers. Regular attendance at client events and meetings
  • Participate in and attend venue familiarisation trips, presentations and other industry events
  • Additional duties as requested

Qualifications, skills and Knowledge:

  • Knowledge of meeting & events processes is an advantage
  • Knowledge of domestic hotels and destinations required
  • Pharmaceutical Compliance awareness is beneficial
  • Excellent communication & interpersonal skills, written and verbal. Fluent Business English
  • First class Numeracy and accuracy skills
  • Negotiation and contracting skills
  • Strong organisation skills methodical & systematic work methods
  • Manage a consistent workload and at times conflicting priorities as well as tracking progress on a wide range of tasks
  • Excellent attention to detail within all tasks assigned
  • Good keyboard and computer skills (Word, basic Excel and Outlook)
  • Excellent telephone manner and an ability to handle a variety of role related enquiries
  • Positive helpful attitude reflected in all communication
  • Customer service focus
  • Flexibility and ability to adapt
  • Able to work well in a

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