Hospitality Coordinator

6 months ago

Bicester, United Kingdom HERO Events Full time

We are looking for a successful and enthusiastic Hospitality Coordinator, a key member of the HERO-ERA Hospitality Team in providing outstanding customer service and delivering memorable experiences to our Club Members and future clients’ base.

Reporting to the Director of Hospitality and working within a team of four people, the

Hospitality Coordinator will be responsible to plan and coordinate the hospitality aspects of each event, from identifying the venues and overnight halts to the completion of the event, acting as front of house on the day to ensure customer satisfaction.

Guidance, training and support will be provided for a smooth integration of the new member within the team and at all times to ensure the successful results.

**The Hospitality Coordinator activities and responsibilities include**:

- Managing the event as a project from conception to completion, in the respect of budget and time limitations;
- Taking charge of the event itinerary set by the Competition Team and identify venues which could provide the required hospitality service and meet HERO-ERA expectations; visit the venues for show rounds if and when necessary for evaluation purposes;
- Identifying the hospitality requirements of each event, plan and coordinate their delivery working with the different venues;
- Liaising with clients to understand their specific needs and to ensure customer satisfaction;
- Providing management with regular updates;
- Liaising with each venue to plan and foresee each step, from luggage drops on arrival and until departure, through welcome functions, providing accommodation and catering;
- Compiling function sheets, confirming all details with each venue to ensure a smooth running of operations during the event;
- Monitoring accommodation requirements, coordinate bookings and adjust reservations within deadlines to avoid cancellation penalties, compiling rooming lists;
- Approving programs, menus and catering operations;
- Agree the décor of presentation and/or function rooms, including audio/visual equipment;
- Managing invitee list, special guests, any equipment, regalia, entertainment or transportation requirements;
- Coordinating activities during an event to proactively handle any arising issues and implement back-up plans as necessary;
- Contributing to post-event activities and evaluation, suggest innovative ideas for future events based on feedback or behaviour observed during the events.
- Liaise with suppliers of regalia to ensure deliveries within the deadlines;
**Skills required**:
▪ Proven experience as an event planner or organiser;
▪ Competence to liaise with different types and standards of hospitality venues, from village pubs to international 5* hotels;
▪ Interest for food with the capacity to variate menus and offering to cater for all requirements; basic understanding of dietary restrictions;
▪ Must be able to communicate effectively with Club Members and potential new clients, showing diplomacy, discretion and impartiality of judgment when dealing with customers from different backgrounds;
▪ Must be able to present a highly professional image when representing the Company dealing with venues and any externa suppliers;
▪ Talent to deal effectively with, and gain support of, internal colleagues;
▪ Excellent time management skills, with focus on bookings and payments deadlines;
▪ Ability to manage multiple projects at the same time;
▪ Natural problem solver, with the propensity to downscale problems;
▪ Must be self-motivated and able to maintain focus in planning the event, respecting budgets and deadlines;
▪ Own negotiating skills and ability to build productive business relationships with venues and suppliers;
▪ MS Office proficiency, reporting skills.

**Required**:

- Flexibility of time on the run up to and during the events.
- Availability to attend the UK-based events; event dates may fall at the weekend, days in lieu will be allocated.

**Preferable**:

- Portfolio of previously managed events such as meetings, parties, corporate events;
- Passion for vintage and classic cars.
- Availability to take part in foreign events as necessary (with prior notice)

**Salary**: £26,000.00-£28,000.00 per year

**Benefits**:

- Company events
- Company pension
- Discounted or free food
- Employee discount
- Free parking
- On-site parking
- Sick pay

Schedule:

- Monday to Friday
- Weekend availability

Ability to commute/relocate:

- Bicester, OX27 8FY: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Events management: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (required)

Work Location: In person

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