Sales & Events Co-ordinator

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**Guidance**

**Role Summary**

The Sales & Events Co-ordinator is responsible for supporting the Sales & Events team. Managing the end to end function from sales to final details. This role is also responsible for delivering sales and organising and supporting the delivery of all UVB events across the REP and the Library of Birmingham.

**The aim of your job is**:

- **To provide excellent customer service to customers and visitors to UVB events**
- **To ensure the safety, comfort and wellbeing of customers and staff at all times**
- **To support delivery of UVB’s business plan**
- **To identify and target new sources of income for UVB**
- **To contribute to the delivery of the annual commercial events income target**
- **To service the needs of all clients of UVB**

**Main duties and responsibilities**

The role main duties and responsibilities of the role are:
**Sales**
- Managing all types of sales enquiries
- Respond to customer enquiries in an accurate and timely manner. Venue Directory 1 hour other enquiries 2/3 hours.
- Assist callers with details relating to hosting their events the venue advising on best use of the rooms and services available to them and the costs involved for all the types of activities
- Provide detailed proposals for clients.
- Communicate with clients over unforeseen delays or problems
- Management of the Venue directory booking tool
- Conduct professional show rounds of the venues facilities
- Process contracts for confirmed business through the Events 500 system
- Process deposit invoices through the Events 500 system
- Participate in familiarisation visits and Networking events
- Be part of the team who showcase UVB at various Exhibitions & Trade Shows
- Ensuring that any suitable business is developed through the venue agency operation (UVB Solutions)

**Events**
- Update and distribute daily introductions and checklists for all events
- Take final detail site visits and establish and record final details for all meeting room events
- Process and record all events requirements: rooms, catering, equipment, decoration etc
- Provide accurate prices to the client based on their specific requirements
- Maximising upselling opportunities
- Ensure that all departments have appropriate and complete function sheets for their daily function meetings
- Manage all function food orders with relevant suppliers
- Manage the change logs
- Ensure all functions are carried out in accordance with agreed standards
- Support the Meet & Greet Desk when required.

**Administration**
- Develop and maintain filing, archive and other administrative systems
- Manage the initial introductions & sending the appropriate checklist
- Maintain and develop the event database
- Process and record all final details and update function contracts. (Events 500)
- Manage the ‘business on the books’ spreadsheet is kept up to date with final detail spends.
- Support the events team, with up to date signage for events
- Provide accurate costing and charging information to the Events Finance Administrators

**Customer Service**
- Support the planning and organisation of all events
- Liaise closely with events team to ensure the smooth delivery of events
- Maintain good working relationships with all clients
- Monitor and respond to client feedback

**Additional**
- Attend team and function brief meetings
- Maintain a high standard of appearance when working with the public
- Work closely with all REP & LoB staff to ensure excellent customer service
- Liaise with relevant REP & Library of Birmingham staff as and when necessary
- Support and promote all company policy, with specific attention to Equality & Diversity, Customer Care, Health & Safety and Data Protection
- Ensure a safe working environment is maintained at all times with particular regard to the health, safety and welfare of customers, visitors, staff and yourself
- Support the organisation and its staff through the effective use of the performance management system
- Any other reasonable duties required to ensure the smooth running of UVB

**General Responsibilities**
- Adhere to and implement the guidelines, procedures and policies of the company as detailed in the staff policies (available from the staff intranet).
- Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture.
- Be aware of, and comply with, rules and legislation pertaining to Health & Safety at work and abide by the procedures set out in the Health & Safety Policy.
- Be aware of, and comply with, rules and legislation pertaining to data security, and GDPR, at work and abide by the procedures set out in the Data Protection Policy.
- All staff are expected to demonstrate an understanding of, and adherence to, our safeguarding policy, including a duty to r