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Events Coordinator

3 months ago

Manchester, United Kingdom Friends Meeting House (Quaker Trading Ltd) Full time

We are recovering well following a difficult time during the pandemic. We have just recruited a new Business Manager and we are looking for someone with a commitment to customer care and an efficient approach to join our dynamic team.

**JOB DESCRIPTION**

JOB TITLE Events Coordinator (permanent)

HOURS 37.5 hours per week (mainly office hours; occasional evening/Saturday work may be required)

LOCATIONFriends’ Meeting House, 6 Mount Street, M2 5NS (may need to work at other locations occasionally)

EMPLOYER Manchester and Warrington Area Quaker Meeting and Quaker Trading (Manchester & Warrington) Limited

STARTING SALARY £21,730 pa

LINE MANAGEMENT Report to Business Manager

ANNUAL LEAVE 25 days per annum plus Bank Holidays

PENSION 7% employer contribution (min. 1% employee contribution)

**JOB PURPOSE & OVERVIEW**:
Our business is hiring out meeting rooms and conferencing facilities, following an ethical business model. Our main site is in the centre of Manchester (Mount Street) and we have four other, smaller, venues.

The main roles of the Events Coordinator are to:

- welcome customers and offer high quality customer service at all times
- deal with bookings enquiries efficiently & to high standards
- liaise with customers about all aspects of their bookings
- raise invoices
- support other colleagues with administrative work

**KEY TASKS**and**JOB ACTIVITIES**:
**Welcoming & Customer Service**:

- Act as first point of contact at reception, ensuring all visitors receive a warm, friendly and professional welcome
- Meet and greet event organisers, checking the details for the day with them when they arrive
- Direct delegates and visitors to the correct place
- Be part of the customer focused culture within the organisation, where we endeavour to say 'yes’ and find appropriate solutions for the customer

**Enquiries & Bookings**:

- Process new enquiries, giving accurate information and assisting customers to make appropriate decisions
- Contact customers who have not yet confirmed their bookings and process their confirmation requirements
- Contact customers who have confirmed bookings and ensure we have all necessary information for the smooth running of their events
- Ensure all relevant details are always properly logged on our booking system

**Customer Feedback**:

- Distribute our customer feedback forms in accordance with the agreed schedule
- Process customer feedback for review by the team
- Collect, review and share any spontaneous feedback offered by customers

**Financial Administration**:

- Raise invoices within our booking system and send them to customers
- Input invoice details into our finance system (QuickBooks)
- Regularly check that all bookings have been invoiced

**General Administration**:

- Help to maintain a calendar/schedule of necessary health & safety works
- Help to maintain a calendar/schedule of planned maintenance and building works
- Work with the facilities management team to ensure all works are planned with an awareness of customer needs and that they are entered into the bookings system
- Liaise with contractors about their invoices if necessary

**Team Work & Communication**:

- Participate in weekly events team meetings, including reviewing past bookings to understand what went well and what could be improved
- Be proactive in raising any issues or concerns and play a role in finding solutions
- Share information and work closely with other members of the team at Mount Street to ensure events run smoothly
- Communicate with the caretakers/wardens of the other sites to ensure everyone is aware of bookings taking place
- Communicate with the facilities management team as needed

**General**
- Attend staff meetings as directed
- Adhere to all health & safety policies
- Undertake appropriate staff training as directed
- Adhere to the organisation’s safeguarding policy
- Perform general office duties e.g. opening mail, photocopying etc.
- When required, support the business by assisting with practical arrangements for bookings e.g. preparing hot drinks, setting up rooms, directing customers to rooms etc.
- Any other tasks reasonably requested by your line manager