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Event Sales and Operations Coordinator

2 months ago

London, United Kingdom Old Billingsgate Ltd - Events Venue Full time
Event Sales and Operations Executive

Old Billingsgate Ltd - Events Venue is seeking a highly organized and detail-oriented Event Sales and Operations Executive to join our team. This multi-functional role is instrumental in facilitating the client's successful execution of their events while providing exceptional customer service from sale through to event close.

Responsibilities:
  • Sales Coordination:
  • Handle client enquiries, providing information on venue availability and quotes.
  • Assist with the preparation of costing guides, ensuring accurate and timely responses to clients' requests and queries.
  • Coordinate site visits and showcase the venue's unique features to potential clients.
  • Raise hire agreements and invoices and ensure their timely submission.
  • Maintain, update, and expand the company sales database.
  • Create engaging content for regular newsletters, e-shots, and social media platforms to raise brand awareness and generate leads.
  • Assist with proactive sales to generate new leads and business opportunities.
  • Venue Operations:
  • Serve as the primary venue point of contact for clients during their event planning and execution process.
  • Build and maintain strong relationships with clients, ensuring exceptional customer service throughout the event lifecycle.
  • Conduct detailed client meetings to understand their venue requirements, timelines, and logistics.
  • Quote the client and collaborate with internal departments and external suppliers to coordinate staffing for electrician, maintenance, cleaning, security, and medic services. Raise relevant invoices accordingly.
  • Collate and approve specific event documents, including contracts, risk assessments, floor plans, schedules, etc.
  • Liaise with external suppliers, including fire officers and structural engineers, to arrange for relevant document assessments to be made.
  • Communicate with clients post-event to gather feedback and address any concerns.
  • Carry out regular venue inspections to assist with maintaining the venue's facilities and upkeep to a high standard. Identify areas for improvement and implement process enhancements.
  • Instruct the in-house maintenance and cleaning teams to carry out necessary works accordingly.
Requirements:
  • Previous experience in a similar role within the events industry is preferred.
  • Passion for the event industry with knowledge of event industry trends and venue operations.
  • Strong organizational and multitasking skills, with the ability to manage multiple client accounts and priorities simultaneously.
  • Exceptional attention to detail and ability to work effectively in a fast-paced environment.
  • Excellent communication and interpersonal skills, with the ability to build a rapport and establish relationships with clients and colleagues.
  • Hardworking, focused, and determined in your approach to work.
  • Capacity to handle unexpected situations with composure.
  • Flexibility to work evenings, early mornings, weekends, and attend events as required.