Commercial Facilities Assistant

2 months ago

Sunderland, United Kingdom University of Sunderland Full time

To provide high-quality, support to both the Event Coordinator and Operational
Support Administrator with the day-to-day administration tasks. To provide a high
- quality, customer and solution focused business administration support, providing
key support to the Commercial Facilities Team. Successfully deliver a range of
business sales, and administrative support activities, including on the day event
support.

**Key Responsibilities**
**and Accountabilities**:
**Overview of the Role**
The Enterprise and Innovation Directorate is being established as the focal point
for activities that maximize the economic and social impact of the University of
Sunderland. Commercial Facilities Assistant will play a key role in supporting the
Commercial Facilities Team in delivering the targets of the directorate.

This role requires someone who is outgoing, self-motivated, hardworking and able
to prioritise tasks and conflicting deadlines.

The Commercial Facilities Assistant will support both the Event Coordinator in
delivering a wide range of corporate and commercial events, and the Operational
Support Administrator in the administration duties relating to tenants within the
Commercial portfolio.

This role is hands on and often will involve working as part of a team with
members of staff from throughout the University.
- To support the physical infrastructure and facilities of the properties

managed by the Commercial Facilities Team including the processing of

- Support the team to ensure all buildings operate effectively and obtain the

best service and value for money for the Directorate by providing excellent
customer service to the tenants and visitors to the building, identifying
improvements to services.

University of Sunderland

**Role Profile**

Part 2
- Provide administration support to the Events and Property teams by

supporting with the day-to-day administration tasks such as raising
invoices, producing and providing communications to customers.
- To support the team in the management of the relationship between the

University and its tenants to ensure that the terms of the lease are
adhered to and that all associated operational matters are detailed.
- To maintain an effective central filing system cross referencing both

electronic and paper-based systems.
- Input of data into the Universities computerised systems in accordance

with policy, such as raising invoices on the T1 finance system, producing
event notifications.
- Updating the social media and website pages with relevant written

material in line with the marketing strategy.
- Creating events on platforms such as Eventbrite and the University’s online

store to increase interest in events and the buildings.
- Supporting and monitoring the marketing activity using Google Analytics

and other packages for monthly reports produced by the team.
- Compiling market research linked to both the events and property areas,

obtaining information from competitors and recording it accurately.
- Collecting data and analytics for both the property and events areas.
- To assist the Event Coordinator in the booking of conferences and events,

including the raising of invoices.
- Inputting information in relation to events on the event spreadsheet

accurately including the income generated.
- Ensure a positive client and delegate experience at all times by providing

excellent on the day support to event customers and ensuring their needs
are met.
- Assist the Event Coordinator with all event logistics such as planning

security, providing event cover, cleaning, room set up and hire of any
specialist equipment.
- Support the Event Coordinator with the pre-event planning, such as guest

speakers and delegate packs.
- Support the Event Coordinator with the communication of all events are

cascaded to the relevant departments within the University of Sunderland
including external speaker forms, event notifications to all stakeholders.
- Provide a pre-event call to the event customer 24 hours in advance to

ensure the customer is happy and all aspects of the event have been
covered.
- Support the Event Coordinator with overseeing the set up and dismantling

of the event venue.
- Support the maintenance and update of the event database.
- Take and book event enquiries, upselling when possible on items such as

AV, stationary and additional on the day support.
- Input into creative process during event planning, looking at new ideas to

create events to increase revenue and reputational reach for the events
team.
- Attending any networking representing both the events and property

management areas.
- Compiling and carrying out direct sales call to potential customers for

property and events and collating information on our leads spreadsheet
- Taking Minutes in meetings and providing good quality notes.
- Provide the data for the weekly and monthly reports, collating and

presenting in the desired format.
- Work flexibly to meet the needs of the role, includin

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