Conference and Events Coordinator

1 week ago

Northampton, Northamptonshire, United Kingdom Unitemps (Uni of Northampton) Full time
The Conference and Events Coordinator supports the Business Development Manager in providing a proactive,
dynamic and professionally led commercial service to support the University of Northampton strategy.
Working closely with the Business Development Manager, the post holder will identify, develop and support
activities associated with generating commercial revenue across a range of activities with their main focus on
conferencing and events.
Working closely with UON internal departments to support internal run events, including conferences, events,
associated with supporting the student and staff experience.
The post holder will be tasked with securing conferences, meeting, events and facilities hire business, to meet
budgetary and other targets. They must build robust customer relationships and provide excellent customer
service and expert support.
The post will include maintaining a safe and pleasant environment for our occupiers and visitors through the
monitoring of Health & Safety systems and the promotion of best practice.

Duties and responsibilities
Manage and support the delivery of all internal and external conferencing and events.

  • Ensure a safe, clean, friendly and pleasant environment on behalf of the University, customers and visitors is upheld at all times.
  • Deputies for Business Development Manager in decision making relating to facilities hire and problem solving.
  • Produce detailed quotes for prospective customers. Including financial decisions based on customer requirements.
  • Working knowledge of applicable licenses required for performances, and events.
  • Part of the business team, responsible for ensuring that the key events, exhibitions, shows run smoothly and all attendees are catered for as requested.
  • Conduct professional tours of buildings and grounds.
  • To ensure all enquiries are managed professionally, in a timely manner, and actively seek feedback regarding satisfaction levels.
  • Personally, meet event organisers and VIP at the start of meetings and events, maintaining regular statues checks and guest's satisfaction, where necessary.
  • Ensure all events are planned to a very high operational standard whilst exceeding our customers' expectations.
  • Ensure the Health and Safety team are informed of all events and relevant risk assessments are completed in a timely manner.
  • Liaise with event organisers and build relationships with other patrons/sponsors to ensure they are planning for the event as required.
  • Coordinate guest travel. accommodation and entertainment.
  • Respond to complaints and resolve satisfactorily.
  • Formulate and maintain project management records, including finance details and raising invoices.
  • Run detailed scheduled logs of events, making sure all milestones are met.
  • To continuously work toward improving sales and services by effectively handling special event enquiries, convert and contract those accordingly.
  • Ensure that every effort is made to achieve budgeted sales, operational expenses and control, whilst building upon the reputation of the University of Northampton.
  • Establish and develop good relations and partnerships internally and externally; Catering, 1st Degree Facilities and teams within Estates & Campus Services.
  • To build partnerships with specialised 3rd party suppliers.
  • Excellent communication skills.
  • Flexibility to work on conferencing and events as and when required including weekends.
  • Strong experience in conversion and execution of enquiries.
  • Liaise with customers, Campus Security and the Police in all matters of security affecting the site, tenants,
public safety and security.

  • Ensure that all events at the Assets are carried out with due care and attention to the health safety and
welfare of staff customers and occupiers, Event Safety plans are completed, and all supporting documents
provided.

  • The post holder will be expected to undertake other responsibilities and tasks as reasonably requested by
the Business Development Manager and the Director of Estates & Campus Services.

  • The post holder may be required to participate in Open Days, Welcome Weekend and other key University
events that may be outside the working week.

  • The post holder will be responsible and accountable for ensuring all employment legislative requirements are adhered to including equality and diversity and health and safety issues.

Skills and experience
A Level or equivalent
Professional qualification in commercial management
Ability to work independently
Significant demonstrable experience of developing and maintaining effective working relationships with customers and staff
Thorough understanding of events
Experience of running large scale events, weddings & conferences
Demonstrable ability to manage budgets successfully
Experience of working within a highly customer focused environment
Knowledge of the Conferencing sector
Demonstrable experience of excellent organisational skills
Ability to identify and undertake vital conversations appropriately
Demonstrate an understanding of HR policies and procedures
Experience of budget management
Experience of marketing and promoting of events on social media and websites
Persuasion and negotiation skills
A strong desire to continuously improve service delivery and customer satisfaction
Ability to develop collaborative relationships across teams and/or with external customers
Ability to communicate effectively through verbal and written forms with excellent interpersonal and presentation skills

Location
Waterside Campus
The University Of Northampton

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