Sales and Events Coordinator

7 months ago

Hatfield, United Kingdom Hatfield House Full time

**Place of Work**

Hatfield House in Hertfordshire, offers a variety of unique venue options for hire. Its rich history is showcased in the Old Palace and the Riding School, among other spaces. The extensive grounds provide a myriad of settings for diverse events, offering endless possibilities. This historic venue merges its authentic charm with versatile spaces to cater to any event's needs. For more information on the expansive offerings, please visit Hatfield House

**Summary of the Role**

This is an exciting opportunity to join Hatfield Park during a pivotal time as we bring our esteemed conferences, weddings and events functions in-house. This dynamic role offers the chance to be at the forefront of our transformation, contributing to the growth and success of our renowned venues. You will have a vital part in crafting extraordinary customer experiences and driving our business forward, all while working in a vibrant and evolving environment. It's a perfect time to come on board and be a part of shaping our future in hosting memorable events.

**Main Responsibilities / Duties**

As a Sales and Events Coordinator at our prestigious venue, you will be at the forefront of creating unforgettable experiences. Your role involves direct communication with clients to understand and fulfil their event needs, showcasing the unique aspects of our venue to potential clients, and meticulously planning and coordinating every detail, from catering to logistics. You will also manage relationships with vendors, oversee budgetary aspects, and ensure smooth execution of events, all while maintaining excellent client relationships and administrative efficiency.
- Directly support the Conference and Events Manager to grow Hatfield Park’s corporate events, conference and wedding business.
- Own the planning and execution of a wide range of events including corporate gatherings, conferences, weddings and ground events.
- Collaborate with clients to understand their vision and requirements, ensuring their event is executed flawlessly.
- Coordinate client contact for new enquiries, amendments and final details, and liaise with the appropriate operational teams to ensure all event details are handed over so that service is delivered to exceed the client expectations.
- Liaise with external vendors and suppliers to negotiate contracts, ensuring quality and cost-effectiveness.
- Coordinate with various departments (catering, logistics, technical teams) to ensure seamless event management.
- Provide high-level customer service, addressing client concerns and feedback promptly and professionally.
- Ensure clients satisfaction is a top priority, creating memorable experiences for all attendees.
- Compliance and Safety: Ensure all events comply with health and safety regulations.
- Support with conducting client tours to establish all requirements and create the bespoke experience that leverages the uniqueness and authenticity that Hatfield Park offers.
- Each month review the 6-month rolling availability and highlight high and low demand dates and support the team to maximise booking opportunities.
- Support the Conference and Events Manager in researching markets to identify opportunities for new business.
- Assist the marketing team to update all online and digital communication.
- Arrange the effective distribution of marketing materials.
- Monitor competitor activity and highlight response required.
- Support the team to ensure all invoices are accurate prior to moving forward for approval.
- Maintain the enquiry log to record details to maximise the conversion of enquiries into bookings.
- Support the data integrity of the booking database and successful implementation of systems and processes to ensure departmental compliance with GDPR regulations.
- Undertake any other reasonable duties as may be required by the Conference and Events Manager.
- These duties may change from time to time in consultation with the post holder, to reflect the needs of Hatfield Park._

**Desirable Skills and Attributes**
- Experience in event coordination or sales is a plus, but a can-do attitude and eagerness to learn are equally valued.
- Strong ability to sell and promote event spaces with confidence and enthusiasm.
- Excellent verbal and written communication skills for engaging effectively with clients and team members.
- Excellent time management and organisational skills to handle multiple tasks efficiently.
- Strong relationship-building skills, with a customer-focused approach.
- Administration IT skills, including computer literacy and familiarity with database/booking packages and CRM
- Flexibility to adapt to new challenges and changes in a dynamic work environment.
- Good understanding of social media and how to use it to promote events and generate opportunities.
- Highly organised with attention to detail and professional manner
- Excellent communication and influencing skills.
- Excellent organisational and time-management skill

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