Event Coordinator

7 months ago

Taunton, United Kingdom Adventure Cafe Ltd Full time

**Responsible to**:Operations Director and Office Manager

Do you have a passion for the outdoors and for travelling? Do you have an adventurous side that is looking for a role with a difference?

JOB SUMMARY

Adventure Cafe have been in business for 20 years designing and delivering exciting cycling, trekking and multi-activity challenge events in stunning, breathtaking parts of Europe, the UK and beyond. The successful applicant will have previous experience of supporting a team in their administrative functions with a real attention to detail and timescales. The ability to multi-task on a broad range of projects and an interest to help promote our adventurous business is desirable. An interest in the great outdoors, either with cycling or hiking or simply challenging themselves in new ways is a bonus.

As you will often be the first point of contact when picking up the phone in the office, it is essential to have a friendly and engaging manner, showing real interest in our client’s event ideas. Please note this is predominantly an office-based role where most of your time will be spent arranging and organising logistics using our in-house systems. As we are growing, these systems are evolving and developing all the time. It is likely in your first year there will be some key projects to help us develop and improve the quality of our information management.

**KEY RESPONSIBILITIES**

**Events Coordinator**

**Tasks**
- Managing registration forms, including chasing up missing information and adding and managing participants in our database
- Updating participant and rooming lists for every hotel booking using registration forms and incoming data from charity and corporate reps
- Chasing clients for missing information and responding to single room supplements and bike hire enquiries
- Researching and booking restaurants and liaising with key contacts regarding allergies and dietary requirements and final numbers
- Booking flights, ferries, Eurotunnel, Eurostar tickets and managing bookings, paying close attention to free cancellation and payment dates
- Completing Advance Passenger Information for leader’s travel
- Communicating with leaders regarding events
- Compiling and distributing participant event documentation such as writing up final joining instructions
- Compiling final event folder with all paperwork
- Management of event stock, including first aid supplies

**General Office Duties**
- Answering the phone and helping with enquiries, transferring calls and recording and passing on messages.
- Engage in social media to showcase our events. Using event photos and leader notes post event to update stories.
- Keeping our information drive clean and consistent by arranging and tidying up folders effectively.
- Filling event reviews, customer feedback forms and assigning resulting actions.

**PERSON SPECIFICATION**

**Essential**
- A passion for activities in the great outdoors (trekking, cycling, water sports etc)
- IT literate (Excel, Outlook, PowerPoint) with excellent written and verbal communication skills
- Significant attention to detail and timescales. Ability to work accurately under pressure
- Ability to grasp numbers and figures quickly, such as calculations for event costs
- Ability to multitask on a broad range of administrative functions to support a team
- Effective organisational skills and ability to manage own time and prioritise workload
- Flexible and adaptable. Due to the nature of events, requirements can change quickly and a willingness to accept and embrace these changes is essential
- Experience of dealing with clients with a friendly, interested and supportive approach
- An outgoing and engaging personality
- To take instruction within team meetings and follow up actions efficiently

**Desirable**
- Experience of working in the events, adventure travel or tourism industry
- Outdoor Activity Qualifications - Mountain Leader, Cycling etc
- Bicycle mechanic knowledge/skills
- First Aid qualified
- A passion for travelling
- Experiencing working with corporate and charity clients
- A good understanding of the importance of health and safety
- A desire to challenge oneself
- 1. This job description represents the usual duties and requirements of the position; however, the postholder may be required to carry out other duties in line with their capability, training, and level of authority._
- 2. The company reserves the right to change the job description in consultation with the postholder._
- 3. The job description does not form part of the Contract of Employment._
- You will be joining a growing organisation and be part of a high-performing team with a great range of staff benefits: _

**Benefits**:

- Casual dress
- On-site free parking
- Ongoing support and training
- Government pension scheme
- 25 days annual leave allowance, in addition to paid bank holidays
- Situated next to a beautiful canal for nice lunchtime walks/runs
- Amongst all, working with a fun, friendly tea

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