Head of Department (Managed Contracts Manager) in South Luffenham

Versatile is a full service Live Events & Brand Marketing company operating from a central base in Rutland in the East Midlands. We have an excellent reputation built on a decade of experience creating exceptional Brand Marketing Roadshows and Live Events. You can find out more about us by visiting our website - Versatile Venues.

Our Managed Contracts Manager focuses on supporting the Operations Manager and the team of Key Client Coordinators, along with the wider team to ensure the effective organisation, implementation and execution of the Managed Contracts team. Where required, the role includes but is not limited to liaising with clients by dealing with regular booking requests and requirements, direct tasks from the client, quoting and billing, supporting stock takes and management, plus management of the Key Client Coordinators and the Managed Contracts Technician.

Job Purpose & Scope

• A dedicated account manager to set key clients.
• Manage the performance and support the Key Client Coordinators and Managed Contracts Technician; including day to day support, annual appraisals, probation reviews, training and onboarding.
• Carefully monitor and update client event bookings, tracking sheets, specific processes, quoting and inventory management.
• Manage the Managed Contracts Technician’s daily task list, working closely with the Production Manager.
• Ensure all billable consumables and labour incurred by the Technician are charged accordingly.
• Issue operator packs weekly as required including correct and completed booking forms, hotel details and H&S documents.
• Deal with any out of hours queries that may relate to your client/event/project from operators, contractors or the client, as well as supporting cover of the Key Client Coordinators out of hours, where required.
• Work closely with the Transport and Compliance Manager to ensure any new managed client assets are onboarded correctly with RAMS and training.
• Attend onsite events regularly (overnights may be required).
• Monitor the standards of the managed contract client assets including defects, cleanliness and process (paperwork, install and derig).
• Arrange team welfare, booking accommodation, per diems, floats etc. as required for your specific client bookings.
• Oversee the satisfactory delivery of the client owned inventory; monitoring its condition, availability and adherence to procedures, including inventory management and billing.
• Maintain the accounts system, raising quotes, updating status and raising invoices.
• Check the status of invoices and work with the finance manager for overdue client payments.
• Support the team by holding quarterly review meetings and end of year meetings with clients for regular touch points and updates.
• Assist clients in understanding what else Versatile could do for them and engage in commercial conversations.
• Request regular feedback post every event from clients, logging this and bringing it to the weekly team meeting.
• Log unnecessary spends and hours where appropriate and keep these to a minimum with good planning.
• Work alongside the Workshop and Warehouse team to report and bill usage of parts, consumables and labour.
• Check team receipts and charge on client specific charges where required.
• Form a comprehensive weekly report to share in the team meeting once a week.
• Collaborate with the Key Client Coordinators and Technician to ensure client asset defects are quoted and planned around the events schedule.
• Conduct regular 1-1 touch points with the team.
• Hold weekly meetings with the Operations Manager bringing requested KPIs and team and client updates.

What You’ll Bring to the Role

• Solid experience in account management.
• Effective communication, both internally and externally with suppliers, contractors and client-base.
• Administrative accuracy.
• Working knowledge of CRM system and process (training available).
• Background in people management.
• Flexibility to meet operational and client needs.

The Benefits

• Competitive rate.
• Discretionary Group Profit Share scheme that pays a quarterly bonus.
• Health cash plan.
• 30 days' holiday each year (including the usual bank holidays) - increases with length of service.
• Opportunity to purchase up to 4 days additional leave.
• Pension scheme (with pension and mortgage advice services on offer).
• Health & Wellbeing (eye care vouchers, employee assistance programme, cycle to work).
• Death in Service Benefit.