Conference and Events Manager

4 weeks ago

Leamington Spa Warwickshire, United Kingdom Royal Leamington Spa College Full time

This role is based in the UK and will be working on site in our UK based College.

In order to comply with our mandatory pre-employment checks, the successful candidate will be required to provide original identification documents in person to our UK based HR Team.

BACKGROUND TO THE POST

This post is responsible for carrying out the event and conferencing business activities. To process the incoming business from beginning to end including administration, co-ordination and customer care of the conferencing & catering operations across the group’s six colleges.

The Warwickshire College Group own facilities across the sites which provide conferencing facilities for internal and external customers alike. This post will play a vital part in delivering a high quality conferencing and room booking service to our clients and will help in conjunction with our Director of Adult Education, Commercial Development and Procurement to actively seek opportunities to grow and develop the commercial revenue streams arising from this business.

This post reports into the Director of Adult Education, Commercial Development and Procurement, the Conferencing & Events Manager post will be responsible for the Conferencing and events at the six WCG sites.

MAIN DUTIES

• WCG requires a dynamic and enthusiastic individual to actively promote the College facilities in conjunction with the Marketing department to ensure that the College maximises its income through the letting of rooms, conference events and functions.

• To act as the first point of contact for potential new clients, and responsible for the end to end process. Dealing with enquiries and selling our facilities in a professional, positive and enthusiastic manner including face to face meetings/ show rounds of facilities. Ensure that the sales enquiry process is conducted in a timely manner and develop internal procedures in order to maintain efficient high standards of customer satisfaction. To help the customer imagine what could be possible regarding their events and the spaces that we have available and ensure cross selling opportunities are maximised. To keep informed and attend industry events regarding the local and national marketplace for conferencing and events, paying particular attention to key competitors.

• To deal with client enquiries, provide costings and liaise with catering and other departments to ensure that all bookings are managed centrally and accurate information is provided to those who will be providing key support services to our clients.

• You will be responsible for managing and overseeing the sales and marketing of the conference centre, including pricing, image, brand, promotions and promotional materials.

• To manage budget and financial plans including achieving income/profit targets.

• To work closely with the marketing department to ensure the information on our website / literature is up to date and presents the College facilities in the best light to both internal and external customers. To follow up on marketing campaigns raising awareness and introducing companies to our facilities and have an active presence on social media platforms promoting WCG spaces.

• You will be responsible for seeking and attending exhibitions that will give best return on investment, through gathering and following up potential leads and will attend network events to represent WCG.

• Plan and organise workload and prioritise as required according to current business need. Ensure effective handover of repeat business/accounts to the operations and catering management teams.

• To provide monthly reports on business activity. Contribute to and update reports on an ad-hoc basis.

• To manage the space available so income is optimised for the College and internal clients are re allocated rooms as far as is reasonable by negotiating with internal clients and liaising with Timetabling.

• Work closely with Site Managers, Estates Team and curriculum teams to ensure venue availability and operational support is provided for all contracted events. To meet and greet customers on their morning of usage to ensure the smooth running of their events ie explaining H&S procedures to the client and ensure equipment is operational and their requirements are met.

• To have some understanding of the operation of all presentation equipment within the department, and have a reasonable understanding of IT. To ensure that any defects within conferencing are followed up and rectified to ensure that facilities are maintained to an excellent standard.

• To carry out day-to-day troubleshooting and address problems as they arise.

• To take responsibility for the recruitment, training, organisation and monitoring of staff

• To deal with any complaints in a positive and proactive manner, ensuring that feedback methods are in place to capture clients’ views (both internal and external). To develop action plans to deal with any points raised.

• To ensure that all Conferencing financial charges internal and external are raised and processed and that accurate information is prepared to enable Finance to send out invoices to external clients and recharge internal clients.

• To ensure that all paperwork is up to date and accurate and insurances, hiring agreements etc. are in place for all bookings.

• To ensure compliance with health and safety, licensing laws and other legal regulations, ensuring necessary licences are obtained and recorded efficiently.

• To maintain an overview of general lettings across the college, keeping up to date with facility changes.

• Co-ordinate externally and internally, client meetings and calendar management for all sales and marketing related meetings.

The list of duties is not exhaustive but outlines the main features of the post at appointment and may vary as the job evolves without affecting the nature of the duties or the responsibility level.

OFFERS OF WORK

For the successful candidate a conditional offer of work will be made. Our offer of work will be conditional upon a number of mandatory pre-employment checks, to include but not limited to: DBS, Barred List check, right to work check, internet search, TRA check (academic posts).

Essential Attainments:

✓Previous experience in the conferencing, events or catering industry with a proven record in relationship building with external and internal clients.

✓To have sound IT skills having used word, excel, PowerPoint and Google (preferred).

✓To demonstrate excellent communication and customer service skills dealing with internal and external clients. This will include written, verbal and face to face communication.

DesirableAttainments:

✓To have previous sales experience working towards targets, knowledge of sales and marketing.

✓Business and commercial awareness including budgeting experience and a general financial awareness.

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