Event Sales Coordinator

6 months ago

London, United Kingdom Somerset House Trust Full time

**Description**:
We are looking for people to join our fantastic team at Somerset House Trust. As the home of cultural innovators, the Trust connects creativity and the arts with the broader society.

Somerset House pursues a ‘Step Inside, Think Outside’ spirit and is born from the creative community we nurture - the experience and perspectives we host across background, age, race, and stage, and the intersections and crossovers we encourage.

We are seeking an Event Sales Coordinator to join the Commercial team with specific responsibility for the departments administration and responding to commercial hire enquiries.

Somerset House offers 12 blank-canvas event spaces, including indoor and outdoor spaces, suitable for staging events of all styles and sizes - ranging in capacity from 10 to 1,500. The Commercial team is responsible for managing all commercial hires at Somerset House, from drinks receptions and Christmas parties to fashion shows and film sets.

We are looking for someone who is a quick learner and thrives working in a fast-paced environment, with commercial awareness. You should be highly motivated and possess the ability both to work independently as well as in a team environment.

**What we are looking for**:
**Event Sales**
- Think creatively to maximise opportunities for potential business by thinking outside the box to accommodate different types of events, when responding to enquiries.
- Deliver an excellent level of customer service, and assist the Sales team in securing business, respecting and adhering to the limitations of an historic venue.
- Where necessary, support the Sales team by taking site visits.
- Assist with keeping sales documentation, including packages, proposals, venue information, website listings etc. up to date.
- Build a strong rapport with key agencies and accredited suppliers, as part of the enquiry process.
- Ensure post-event follow-up with all relevant parties to maximise future opportunities and to encourage repeat business.
- Work cohesively with all team members to ensure a smooth handover from the Sales team, supporting them when needed.

**Administration**
- Overall responsibility for administration within the Sales department within the Commercial team, to include raising all contracts and invoice requests, including commissions.
- Organise meetings, book meeting rooms, write agendas and take minutes.
- Proactively liaise with clients and suppliers to ensure all paperwork is in place and that payments are received on schedule.
- Ensure the event and venue management systems are updated for all events, generating reports from the system as required for analysis.
- Maintain and implement tracker documents and spreadsheets as required.
- Work closely with the Finance department to manage and minimise debtors.
- Prepare and share weekly sales reports.
- Support the administration of the accredited supplier tender.
- General administrative duties including filing and scanning event documentation, and any other clerical duties.
- Ensure that all audit and systems-based requirements for events are undertaken both accurately and in a timely manner.
- Administration for group sales tours.

**Other**
- When required, organise, plan and deliver internal events, working with departments across the Trust. This will range from small cultivation events to exhibition openings and events for a range of Somerset House’s partners and stakeholders. Lead on administrative planning for each event e.g., operations orders and staff booking.
- Carry out any other reasonable duties in line with the post as may be required from time to time, including covering other coordinator roles when required.
- Work closely with other departments in the Trust to ensure smooth and effective communication, maximising opportunities where possible

**Skills, knowledge & expertise required for the role**:
**Experience**:

- Experience delivering excellent customer service in a public/client facing role
- Experience of general administrative tasks and/or diary management
- Experience of information management, including producing, distributing and presenting information to a wide variety of audiences
- Budget management experience, including monitoring profit and loss of an event
- Experience with financial tracking and chasing payments
- Experience of managing and working with a range of event suppliers
- Experience delivering event preferable, within a unique cultural/heritage venue with public spaces

**Skills**:

- Excellent prioritisation and time management skills, with ability to work under pressure
- Ability to work both independently and as part of a team
- Excellent interpersonal skills, able to build and maintain effective working relationships with clients and colleagues at all levels
- Effective written and verbal communication skills, with the ability to adapt communication styles accordingly
- Strong attention to detail with an ability to multitask and adapt to change
- Cont

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