Event Planner - Epsom Racecourse in Surrey

Responsibilities include providing an effective liaison between the entire sales process and the end customer through effective administration and customer service techniques. Support and coordinate all bookings once confirmed by the reactive sales team. Manage venue show‑rounds by coordinating the diary and communicating across the venue. Proactively upsell and exceed customer expectations following show‑rounds. Ensure the highest standards of accurate and timely customer, staff and management information are shared.

Accomplish all sales administration effectively and accurately to provide a seamless handover to the operations team. Maximise revenue for the venue through outstanding customer service and development of client, venue and internal relationships. Oversee invoicing and payment processes at the venue, owning the BEO/function sheet process and completing it efficiently for all events. Capture all revenue opportunities and work to achieve confirmed business from all opportunities.

Maintain a daily liaison plan with proactive, reactive sales and operational team members. Deal with and action all correspondence received via email or telephone. Input all relevant information correctly within the system for measurement of results in accordance with SOPs / Levy Signatures. Keep the sales team informed of the guest experience following events so that follow‑up calls are relevant for the guest.

Serve as the go‑to contact for sponsors and client requests at the venue level. Ensure the safe and secure operation of all operational activities on behalf of all stakeholders. Apply all legislative and venue operational procedures and standards to provide a consistent and safe service and product for all employees and customers. Maintain politeness, professionalism and friendliness at all times with customers, clients and colleagues.

Adhere to the highest level of customer care and a can‑do attitude towards individual customer requests, striving to exceed expectations. Maximise all sales opportunities and leads to support revenue targets. Acquire a good knowledge of all products and services offered by the venue to advise customers. Actively gain customer feedback and pass it to relevant people.

Conduct all customer show‑rounds to maintain and develop relationships with customers. Communicate with the sales team on the conclusion of show‑rounds, providing vital information to confirm bookings and resolve queries expediently. Seek opportunities to develop the service and promote continuous improvement and innovation. Assist colleagues willingly and positively, including tasks as required. Attend all relevant training sessions and meetings.

Promote venue facilities and maintain a positive company image. Manage the client online booking tool and client account/bookings with the ops team, where relevant. Ensure awareness of and compliance with legal and company requirements for fire, safety, health and hygiene. Report health and safety issues to the line manager, including all accidents and near misses. Promote good safety habits and methods of work. Coordinate commercial, corporate and private conferences and events. Attend weekly operation meetings and hold the collation of completed work orders, floor plans and monthly schedules for the operational team.