Sales and Events Coordinator

The Role
**Events and lettings Coordinator - Job Description**

AccessEA is seeking to recruit a resourceful, motivated, and ambitious Sales and Events Coordinator who will be a key member of commercial team during an exciting period of growth and development.

As Sales and Events Coordinator, you will be tasked with taking all the best things about the Academy - the historic spaces, fantastic facilities, wonderful grounds, and knowledgeable people - and make them work for our community.

You will hold responsibility for effectively managing and facilitating all event types, from Weddings, Socials, conferences, and dinners, managing the process from enquiry through to delivery in accordance with the client’s requirements, ensuring we always offer the highest standard of customer care, while exceeding financial goals and customer expectations. You will be responsible for all aspects of the customer journey from the point of enquiry through to the event day, providing a high quality, bespoke event planning service to every client.

The successful applicant will be based at our offices within the Arboretum site, however regular meetings, site visits and events will take place at Henderson Row, therefore own mode of transport is preferred.

Due to the nature of the role, some weekend working will be required plus some weekday evenings.

**AccessEA - The Edinburgh Academy Trading Company Ltd.**

Edinburgh Academy is a unique venue available to hire within Edinburgh’s new town area. Our strategy is to build a bridge between the Academy family and the wider community, and we require an energetic lettings and events coordinator to join our team to help support this period of growth.

The EA Trading Company Ltd. currently has three divisions, one overseeing all lets and utilisation of facilities within our Arboretum Road Sports Hub, the second dealing with all external education needs and the third dealing with all commercial activities associated with letting the facilities and management of events, in addition to selling our advertising spaces.

AccessEA presents a varied programme of commercial activity when school is not in session, particularly during the summer months when it is the chosen location for summer activity camps, international language schools, and increasingly popular as a wedding venue and unique location for film, photography, and corporate events alike.

We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent.

Main Responsibilities
- Complete financial costing for each event & develop proposals based on the brief given by the salesperson or client. Seeking further information where the clients brief is limited
- Ensured all proposals are the most up to date & accurate for venue/market specific formats
- Thorough diligence and creative planning, ensuring that all events are designed and delivered to the highest standard and therefore exceed the client’s expectation
- Plan all events, ensuring all details are captured in the confirmed Event Schedule & status of each event is processed through the Internal CRM system, ensuring all Information relating to the booking and corresponding client interaction is recorded
- Plan, organise and coordinate the assigned events, to include all food and beverage, meeting room set up, recreational activities and to ensure proper billing is maintained
- Host client site visits and menu tastings to successfully covert wedding and event enquiries
- To establish productive relationships with all internal and external stakeholders through the planning and implementation of stages
- Guide clients by making creative suggestions regarding all aspects of event to ensure all guests’ expectations are met and profitable margins are in place
- Maintain appropriate venue diaries and booking records within the company booking systems
- Issue final event orders, and provide internal departments with thorough information on all events to ensure elevated levels of service and client satisfaction
- Consistently perform standards of service, interact with guests/clients and all Edinburgh Academy employees in a professional, gracious, and friendly manner
- Maintain excellent relationships with catering partners ensuring the food provided at events is always correct, presented well and of the highest standard
- Meet and greet clients and suppliers and ensure the smooth running of events on the day
- Prepare pre-event checklists, function close checklist, gather event risk assessments and prepare all paperwork relevant to the event
- After the conclusion of an event, to work with the finance department to guarantee a detailed and complete final bill is sent to the client and payment is received timeously. Post event review to confirm that all billing was done in accordance with actual requirements
- Conduct client feedback surveys post event, evaluate and feedback internally to facilitate development
- Attend networking events and parti