Conference & Events Executive

6 months ago

Leamington Spa, United Kingdom Ashorne Hill Management College Full time

**Conference & Events Executive**

A proven track record in venue event selling is required with the ability to understand and communicate the full conference and event services offer. A good telephone manner is essential, with the ability to capture information succinctly and to contribute ideas for ongoing new business development. The job requires a professional, open and friendly relationship with a wide variety of prospective customers and with all other members of the Ashorne Hill team.

Role will be mainly office based with some flexibility for hybrid working, after a thorough training and induction period.
- **KEY RESPONSIBILTIES**_

To work as part of the sales team in the enquiry handling and processing of bookings in order that the operations teams can deliver an excellent Ashorne experience. Proactively seek business from existing clients and achieve monthly/annual revenue targets whilst maintaining high customer service standards in the servicing of client’s requirements. Mining those clients to generate maximum sales opportunities within a yield focused approach.
- Ensure that you are fully aware of all Venue facilities, have an in-depth knowledge of all bedrooms, function space, and meeting rooms available tariffs and current marketing activities.
- Conduct any show rounds and tours of the facilities in a professional manner and follow up all appointments and sales leads and support any ‘familiarisation’ visits where required.
- To ensure all enquiries and bookings are dealt with, logged and accurately inputted into the KX System.
- Actions are updated daily to ensure all follow up calls and relevant tasks are completed daily in a timely fashion.
- Ensure that all new clients complete a credit check document (if required to) and deposits and full payments are taken when required, in line with the company payment policy and procedures. Ensuring invoices/charges are correctly processed in a timely fashion.
- Ensure that all customer feedback is handled and reported according to the company policy and communicated and escalated to the General Manager where necessary - keeping the client informed of any outcomes.
- Nurture and develop personal key accounts to ensure relationships are maintained, repeat business levels are retained and accounts are mined for additional leads to be passed to the BD team.
- Ensure client profiles are updated and any relevant information regarding the client is communicated to the BD team.
- Attend regular account reviews to ensure revenue is on track against the budget set.
- Liaise with and support the Business Development team by ensuring any relevant leads are passed on so these can be followed up and developed.
- Assist the Meetings and Events Manager by being responsible for any relevant cost related activities i.e. stock held in the department, its requisition, safe storage and usage to ensure proper control of costs is achieved.
- Ensure that all services quoted and used are correctly recorded and charged to the appropriate guest and accurate billing is processed.
- Ensure that all financial information relating to targets, budgets and forecasting are acknowledged and understood within the team to ensure all are working towards the same goal.
- Follow yield, pricing strategies and special offers under guidance from the Meetings and Events Manager and monitor competitor pricing, promotions, and local offers.
- Never refuse a booking unless alternatives have been offered and all the space that the booking can take is confirmed.
- Negotiate with clients to maximize business opportunities and rates through the effective knowledge of diary management, rate strategies and up-selling techniques.
- To ensure that accurate correspondence leaving the office is in line with venue standards and templates and that any customer data stored is in line with GDPR guidelines.
- Advise all departments of additional and amended information throughout the week to ensure customers’ requirements are met.
- Prepare accurate function sheets with use of the appropriate final details form and delegate list ensuring all relevant information is listed, and all clients (with the exception of some) receive a copy of this in advance of their event to help pre-empt any operational issues.
- Produce accurate daily, weekly and monthly reports as required by Meetings and Events Manager when required.
- Attend weekly and monthly sales meetings, Quarterly briefs and other such communication sessions to ensure knowledge of the business is current.
- To carry out any other duties as reasonably requested by the Management team.

**Fancy being part of an hospitality environment where creating experiences that nurture and inspire in a natural setting is what we do?**

At Ashorne Hill, we design and deliver inspirational and transformational learning facilitated by our very own learning and development managers, in early career development, management, and leadership, with a particular focus on

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