Events Coordinator

1 month ago

Twickenham, United Kingdom Compass Group UK & Ireland Full time
Events Coordinator - Harlequins FC
  • £30,000 per annum
  • 5 out of 7 days per week
  • Medicash - Healthcare benefits, including dental, optical and therapy treatments (includes up to 4 dependent children)
  • Aviva Digicare - Free annual healthcare check
  • Exclusive Benefits & Wellbeing site (Perks at Work)
  • Entertainment discounts - up to 55% off cinema tickets
  • Health & Wellbeing discounts - Discounts for Nuffield Health (20%) and Pure Gym (10%)
  • Travel discounts - Discounts with holiday companies such as TUI and Expedia
  • Shopping discounts - Save up to 15% at high street and online stores by purchasing Shopping Cards
  • Meals on duty
  • Vodaphone discounts
  • Pension scheme and Life Assurance
  • Employee Assistance Programme
  • 23 days + BH's and an additional day off for your birthday
  • 2 days additional leave, following return from Maternity leave during the first year back
  • Competitive and supportive family benefits
  • Day off for baby's 1st birthday
  • Holiday purchase scheme
  • On-going training & development and career pathways
  • Professional subscriptions paid
  • Financial wellbeing programme and preferred rates on salary finance products



Who we are:

Levy UK & Ireland is the vibrant and exciting sector of Compass Group, the world's largest catering company. We work at some of the greatest venues in the world, delivering legendary experiences in food, drink, and hospitality.

In the UK, we are proud to have a wealth of long-standing partnerships with venues across sports, entertainment, and events. Our partnerships include venues such as Wimbledon, Twickenham, Edgbaston, Tottenham Hotspur, Chelsea, Principality Stadium, Scottish Event Campus (SEC) and ExCel London.

We are culinary champions - it's what we do and it's what we are passionate about. At the core of our work is the belief that sustainably sourced great food and drink, coupled with exceptional service is key to creating legendary experiences.

Focused on 'doing the right thing' for our people and the planet, sustainability, wellbeing, diversity and inclusion are at the heart of what we do.

We have a commitment to being Net Zero by 2027, are official partners of the British Paralympic Association, and are proud to pay all our team members at least the Real Living Wage or London Living Wage.

We collaborate with some of the UK's most game-changing and well-loved brands, all sharing our vision for bringing best-in-class experiences.

Purpose of the Job:

To be responsible for the coordination of matchday and non-matchday events across all areas of the Stadium. Providing accurate and timely information to all relevant parties, to ensure each and every event is delivered successfully. *This is an 18 month FTC

The role will initially include Match Day responsibilities in the form of maternity cover whilst providing support to the C&E team. Following the culmination of the maternity cover responsibilities, this role will form a permanent part of the C&E team with limited matchday support throughout the season. *This is an 18 month FTC

Key Responsibilities

Match Day:
  • Working closely with Client commercial hospitality team to develop and collate event day information including table plans and catering requirements for all boxes and lounges.
  • Provide direct liaison between all parties, including customers, to ensure clear communication of each party's needs and expectations.
  • Actively up sell each request to maximise revenue and profitability. Maximise the sales opportunities that occur within the planning and operational stages of matchday and non-matchday events
  • Produce accurate financial forecast information for anticipated additional costs and sales on event days
  • Produce accurate financial sales logs, with all relevant matchday sales, to produce correct invoices to send directly to clients both internal and external.
  • Strong communication through documentation provided to the Operation and Chef teams to ensure all information is shared and accurate.
  • Attend matchday meetings with the Harlequins client providing up to date information to all other departments.
  • Support Event operation on Harlequins Matchdays throughout the season
C&E:
  • The primary objective of the role is to provide an effective liaison between the entire sales process to the end customer. This will be through effective administration and customer service techniques.
  • This role is required to support and coordinate bookings when they have been confirmed by the C&E Sales team.
  • The role will have the responsibility to conduct venue show-rounds managing the diary to coordinate and communicate across the venue.
  • To ensure the highest standards of accurate and timely customer, staff and management information is shared.
  • To ensure all sales administration is accomplished effectively and accurately in order to provide a seamless handover to the operations team.
  • To ensure the relevant invoicing and payment process at venue is adhered to accurately
General Responsibilities:
  • To deal with and action all correspondence received via email or telephone.
  • To ensure that all relevant information is inputted correctly within the system for measurement of results in accordance with SOP's / Levy Signatures.
  • Ensure that all legislative and venues operational procedures and standards are applied to provide a consistent and safe service and product for all Compass employees and customers.
  • To be polite, professional and friendly always with customers, clients and colleagues.
  • To demonstrate a can-do attitude towards individual customer requests and strive to exceed customer expectations.
  • To acquire a good knowledge of all products and services offered by the venue in order to be able to advise individual customers.
  • To actively gain customer feedback, passing information gained, on to relevant people.
  • As part of our commitment for continuous improvement and innovation, all colleagues are encouraged to seek ways to improve work activities and promote efficiencies.
  • Be prepared to assist colleagues in a willing and positive manner including assisting with other duties as required.
  • Be prepared to attend all relevant training sessions and meetings.
  • To always promote venues facilities and maintain a positive company image.
  • If relevant, the role is responsible for managing the client online booking tool and the client account/bookings with the ops team.
Operational Excellence:
  • To make sure you are aware of, and meet the legal and company requirements for fire, safety, health and hygiene.
  • To report health and safety issues to your line manager, including all accidents and near misses.
  • To promote good safety habits and methods of work.
  • Personally event coordinate commercial corporate and private conferences and events.
  • When required attend the weekly operation meeting and be the holder of the collation of completed work orders, floor plans, and monthly schedules for the operational C&E meeting.
  • Booking of miscellaneous event requirements.
  • Provide administrational support to the operations department including but not restricted to producing signage, event menus, table plans, place cards...etc.
  • Ensure that relevant and pertinent information is provided to the accounts team in a timely manner.
  • Collect deposit payments and ensure that these are in line with the new payment plans and Terms and Conditions.
About you:

At Levy UK & Ireland, we take pride in fostering a workplace culture that celebrates diversity and promotes inclusion. We believe that our differences are our greatest strengths, and we are committed to creating an environment where every individual is valued, respected, and empowered.

Our team is a vibrant tapestry of backgrounds, experiences, and perspectives, which enriches our creativity, innovation, and overall success. We are dedicated to providing equal opportunities, promoting fairness, and ensuring that all voices are heard.

We firmly believe that a diverse team leads to innovation and creativity. We welcome candidates from all walks of life and backgrounds to join us in our mission to create a supportive and equitable work environment where everyone has the chance to excel and collaborate.

Join us in our journey towards a more diverse and inclusive world, where every person has the chance to thrive and contribute their unique talents. Together, we can achieve greatness.

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