Event Planner - Cheltenham Racecourse - The Jockey Club Experiences

Full-Time / Permanent £30000 + excellent benefits including healthcare, wellbeing support, 23 days' annual leave plus bank holidays, life assurance, meals on duty, and more.

We are looking for a C&E Event Planner & Administrator for Jockey Club Experiences. This role profile is a guide to the work you will be required to undertake. It may be changed from time to time to incorporate changing circumstances, and you may be required to be flexible and perform other duties as required by your manager. It does not form part of your contract of employment.

Purpose of the Job

The primary objective of the role is to provide an effective liaison between the entire sales process to the end customer. This will be through effective administration and customer service techniques. This role is required to support and coordinate all bookings when they have been confirmed by the reactive sales team. This role includes finance responsibilities, billing clients for final payments, chasing deposits, managing on the day expenditure on the CRM system. The role will have the responsibility of all venue show-rounds managing the diary to coordinate and communicate across the venue. Following the show-rounds the role is required to proactively upsell and exceed customer expectations. A key activity of the role is to consistently ensure the highest standards of accurate and timely customer, staff and management information is shared. To ensure all sales administration is accomplished effectively and accurately in order to provide a seamless function sheet handover to the operations team. To maximise revenue for the venue through providing outstanding customer service through the development of client, venue and internal relationships. To ensure the relevant invoice and payment process at venue is adhered to accurately.

Key Responsibilities

• To be the owner of the BEO/function sheet process on venue and accurately and efficiently complete for all events.
• To ensure that all revenue opportunities are captured and to work to achieving confirmed business from all opportunities.
• To ensure a daily liaison plan is in place with relevant proactive, reactive sales and operational team members.
• To deal with and action all correspondence received via email or telephone.
• To ensure that all relevant information is inputted correctly within the system for measurement of results in accordance with SOP’s / Levy Signatures.
• To ensure that the sales team whether onsite or in Parklands, are kept informed of the guest experience following the event so as follow up calls are informed and relevant for the guest.
• To be the go-to at venue level for sponsors and client requests.
• Ensure the safe and secure operation of all operational activities on behalf of all stakeholders.
• Ensure that all legislative and venues operational procedures and standards are applied to provide a consistent and safe service and product for all Compass employees and customers.
• To be polite, professional and friendly always with customers, clients and colleagues.
• To always look out for opportunities to develop our service.
• As part of our commitment for continuous improvement and innovation, all colleagues are encouraged to seek ways to improve work activities and promote efficiencies.
• Be prepared to assist colleagues in a willing and positive manner including assisting with other duties as required.
• Be prepared to attend all relevant training sessions and meetings.
• To always promote venues facilities and maintain a positive company image.
• If relevant, the role is responsible for managing the client online booking tool and the client account/bookings with the ops team.

Operational Excellence

• To make sure you are aware of, and meet the legal and company requirements for fire, safety, health and hygiene.
• To report health and safety issues to your line manager, including all accidents and near misses.
• To promote good safety habits and methods of work.
• Personally event coordinate commercial corporate and private conferences and events.
• To attend the weekly operation meeting and be the holder of the collation of completed work orders, floor plans, and monthly schedules for the operational C&E meeting.
• Booking of miscellaneous event requirements and raising purchase orders.
• Provide administrational support to the operations department including but not restricted to producing signage, event menus, table plans, place cards...etc.
• Ensure that relevant and pertinent information is provided to the accounts team in a timely manner.
• Collect deposit payments and to ensure that these are in line with the new payment plans and Terms and Conditions.

What you’ll get in return

• Competitive salary with bonus and full company benefits.
• 23 days' annual leave plus bank holidays, your birthday off, and a holiday purchase scheme.
• Healthcare & wellbeing: Aviva Digicare, Medicash (dental, optical, therapy treatments).
• Mental health support: 24/7 Employee Assistance Programme.
• Family benefits: Enhanced maternity, paternity, and adoption leave. 2 days’ additional leave after returning from maternity leave, day off for your baby’s first birthday, enhanced family leave.
• Perks & discounts: Shopping, entertainment, and travel discounts, 20% off Nuffield Health and 10% off PureGym memberships.
• Financial wellbeing: Pension scheme, Life Assurance, preferred rates on salary finance products.
• Development opportunities: Professional subscriptions, ongoing training and structured career pathways.
• Meals on duty included.

Why Join Us?

Levy UK & Ireland is part of Compass Group, the world’s largest catering company, and a vibrant leader in hospitality. We are proud to be an equal opportunities employer and welcome candidates from all backgrounds to join us in creating a supportive, empowering workplace where everyone can thrive.