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Event Coordinator

2 weeks ago

Weybridge, United Kingdom Pie Events Full time

**Event Coordinator**

**Background**

**The Person**

If you like to work in a completely structured environment, then pie is probably not for you. We need people who have the energy to be part of the pie journey; individuals who are not afraid of having to ‘pitch in’ in order to ensure we deliver the best event experience a client can have and who thrive on hard work, attention to detail and getting the job done. This is the events industry - irregular hours, the human factor and a huge sense of pride in what we do.

**Overview**

Reporting to the MD and senior members of the pie events team, your main responsibilities will be to develop and delivery pie’s events (walking and cycling). This includes client contact - both written and spoken - and being profit responsible for your events.

We are open to this being either a full-time or seasonal (January - early October) position.

**Description of Role - Principal Functions**:
**Event Coordinator Role**
- Principally, this role is about building our events by: managing clients, plotting cycle routes in the UK and Europe using various online tools, and being responsible for the delivery and outcome of these events.
- In addition you will be supporting the senior pie events team by finding and booking hotels across Europe and the UK for our events, finding and booking flights for pie staff, finding and booking stops for our cyclists across Europe and the UK, etc. This involves negotiating costs and managing payments for all of the above
- As we get closer to the events themselves, it is about managing the above bookings with changes in numbers and negotiating with these suppliers for excellent payment terms. This includes communicating rooming lists, dietary requirements, cyclists’ medical information, etc, as well as compiling information for the customs brokers.
- In the last month leading up to an event the role moves primarily to finalisation of the above plus delivering the final Event Manuals for all cyclists and staff on our events, the final Health and Safety information, etc.
- You will be expected to attend and work on our events during the week or at weekends
- In addition, but not exclusively there are other jobs which are a share of the general running of the business

**Finance Role**
- To support the pie accountant via invoicing, reconciliations, etc. This role requires some finance knowledge, spreadsheet excellence, a comfort with numbers, accuracy and attention to detail.

**Office Role**
- To ensure that all aspects of the running of the office are delivered in a timely and efficient way.
- Ordering (and sometimes designing) event clothing and other pie branded items
- General small business pitching in

**Other**
- We have to plan each day of each event. Understanding the planning process and using various online tools are integral to the job
- Aspects of the work can be physically demanding with lifting, packing vans, bulk shopping, etc part of the job.

**Skills and Competencies**

All aspects of the role require:

- Excellent written and spoken English
- Excellent use of Word/Excel and PowerPoint essential. The ability to input and manage data via Excel and to understand the outputs
- Clean driving license
- Extreme flexibility and adaptability
- Excellent IT skills
- Management of relationships internally (within the office team and within freelancers) & externally (clients and other stakeholders)
- Contribution to the general success of the business
- The ability to respond promptly to requests, to prioritise and to manage tight deadlines are critical
- A can-do attitude and huge amount of initiative is imperative
- A willingness to work longer than normal hours when the business requires it
- Spoken and/or written French will be very useful
- Intellect and integrity
- We run premium events and expect our staff to have the intellect to deal with their demands

**Experience**

Budget management and reconciliation
- Managing the delivery complexities of multiple simultaneous events
- A background in either the travel or events industries
- Previous experience working in itinerant events
- Comfortable working across a variety of platforms such as Word press, RWGPS, TicketTailor, etc
- Corporate social media accounts
- Previous experience and understanding of working in a small business environment

**Interests**
- A passion for the outdoors and sport, preferably cycling - it’s what we do
- A passion for doing the very best they possibly can in all aspects of the job
- We have a (very gentle) dog in the office

**Package**
- £30k-£32k per year (full time / full time equivalent) depending on experience
- 5 days a week based at the office in Weybridge in Surrey
- Hours are 9am - 5.30pm*
- 25 days holiday annually (full time / full time equivalent)
- Profit share based on the companies’ success
- We are open to this being either a full-time or seasonal (January - October) position.

*The nature of the role requires flexibility