Events Coordinator

6 months ago

Cambridge, United Kingdom Murray Edwards College Full time

**Events Coordinator**

**The role**

Murray Edwards College is seeking a friendly and positive Events Coordinator to help manage events for external and internal clients. Our Events Coordinator will support the Business Development Manager (BDM) by responding to initial enquiries and seeing the event through from proposal to delivery.

Our Events Coordinator will work closely with other departments to ensure the effective and smooth delivery of events, provide full event support to all clients, manage the sale of University Rooms, ensure that the internal booking system (Forum/KX) is up to date with the latest information promptly and accurately.

**Main duties and responsibilities**:
**Event Management & Client Relationships**:

- Working closely with all other in-house departments to ensure the effective and smooth delivery of events. Including Porters Lodge, Accommodation, Front of House & Catering, Kitchen, Gardens and Maintenance
- Provide full event support to all clients from the point of initial quote, through to the event delivery and post-event invoicing and feedback meetings
- Carry out site visits for clients, in a positive manner, using successful upselling techniques, with support from the BDM. These may be in person or virtual.
- Demonstrating excellent product knowledge when carrying out site visits and meetings and in all communications with customers. This includes both the history and current position/news of the College.
- Liaise with clients prior to their event to ensure all of their requirements are accurately recorded on the booking system before the day of the event.
- Meet the client on the day of their event and be available throughout the day to ensure the event runs smoothly. Catch up with the client before they depart for their feedback on the day.
- Working with accommodation and rooming lists and helping manage the B&B side of the business
- Build relationships with clients to secure return business and achieve a high client satisfaction rate
- With support from the BDM, and using the in-house event planning and CRM system, assess feasibility of events to ensure we can meet clients needs
- Work very closely with the in-house AV & Production Technician to ensure we go above and beyond the clients needs and expectations
- Produce event documents including but not limited to contracts, invoices, running order, signage, table plans etc.
- Working with alumnae, benefactors & the development team
- Collating additional necessary information from clients and internal teams, such as PEEP forms, third party risk assessments, health and safety forms etc.
- Attend weekly planning meetings with the other departments
- Attend weekly event team meetings, run by the BDM, to assess upcoming events, workloads and the sales pipeline
- Provide a high level and professional customer service to all clients

**Other duties**:

- Book business from new and repeat clients, capturing their details and event requirements and accurately entering this data to onto the booking system
- Manage the sale of University Rooms, uploading availability on to both the booking system and the University Rooms website. Manage bookings, including commercial bookings using a promotional code and update the booking system accordingly.
- Working closely with the BDM, ensure that all the collateral, menus, pricing that we send to customers is up to date and accurate
- Work closely with the BDM on developing knew procedures and processes, to ensure that the department runs effectively and efficiently. Updating any necessary trackers and spreadsheets where required and requested.

**Communication & Problem Solving**:

- Ensure that all internal departments have all the information they need for events to run successfully
- Work in a collaborative manner with the events team, wider teams and clients to develop rapport and build strong working relationships
- Ensure that the internal booking system (Forum/KX) is up to date with the latest information promptly and accurately.
- Assist with the day to day running of the Events office, assisting commercial clients, Fellows, Students and staff with any enquiries.
- Working persistently when gathering information and seeking solutions to problems.
- Confident in handling complaints in person (and through other channels) with the utmost care, maintaining a high level of customer service at all times. Understanding the point at which complaints should be elevated to line manager

**Support/Cover**:

- Assist the BDM with ensuring that all marketing and collateral is up to date, based on our current offering
- Cover reasonable additional tasks for the Events Assistant, AV Tech and BDM in their absence.
- Undertake any other duties appropriate to the grade as required

**About Murray Edwards College**

We exist proudly as a women’s college which empowers students to be confident, successful and happy human beings.

We offer outstanding young women from all backgrounds an academica

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