Client Services Coordinator in London

Olympia Events is more than an exhibition venue, conference centre and live-event space - it’s an inspiration. Against a backdrop of grand Victorian architecture, the seven connected spaces inspire engagement and enjoyment. Olympia Events is recognised in the industry for exceptional levels of customer service and support, and our numerous awards are testament to our clients' satisfaction. Beyond the walls of our venue, Olympia is on the ground, working to invest in people, strengthen our communities, and protect the environment. Olympia Events is undergoing a period of change. In 2017, the venue was bought by a consortium led by Yoo Capital and Deutsche Finance international. Work is currently underway to transform the wider estate into a cultural hub of which Olympia Events will be the central part. Once complete, the estate will include a new theatre, music venue, two hotels, over 30 eateries, world-class office space and over two acres of public realm.

About the role

To provide a comprehensive sales support service to the Olympia Events Commercial team which incorporates Sales and Communications and Marketing. You will work collaboratively to ensure service and efficiency targets are achieved and maintained, and support the achievement of the commercial team’s revenue targets. We are looking for an enthusiastic, proactive individual to join our team at this pivotal point in our redevelopment. Due to the fast-paced nature of the role and the diverse range of stakeholders you will liaise with, you will have strong interpersonal skills with the ability to influence and motivate others. Alongside this, you will possess the ability to effectively prioritise your workload, manage multiple complex tasks and deal with operational issues, opportunities and challenges.

Key responsibilities

• Support the Client Services Manager in delivering on key actions and tasks to support contracts, invoicing, memberships, ticketing and other duties.
• Support the Exhibition, Conference and Live events sales teams in the pre-sales cycle, through lead qualification, proposal, sign-off, contract & addendum workflow processing.
• Assist the sales and finance team to create and maintain accurate customer records in Momentus. (CRM / Diary Management database)
• Act as a first-point of contact for client administrative enquiries by email or phone relating to invoicing, legal / finance queries and contracts.
• Collate weekly and monthly reports against budgets for management team and print event calendars from the CRM system for distribution.
• Maximise revenue from existing customer base by checking requirements for additional rooms.
• Liaise closely with internal departments to resolve customer queries – credit control, customer service and legal departments.
• Ensure all sales support tasks are completed accurately and to specified deadlines.
• Contribute to ad-hoc projects, reporting & data analysis as and when required.
• Maintain database of shows in competitor venues, allocating opportunities for Sales team to target for new business.
• Support various initiatives of the Communications & Marketing Team and provide administrative support as required.
• Co-ordinate client meetings, presentations, show rounds acting as point of contact for catering, room booking, reception sign in, PPE etc.
• Identify opportunities for improving efficiency and take appropriate action.
• Undertake any other projects or duties as may be assigned from time to time.

Person specification

• CRM / Event Diary systems knowledge and experience – preferably Momentus.
• Experience of providing administrative support on a number of different projects.
• Excellent time management skills and able to work in a pressurised environment and meet tight deadlines.
• Experience in managing highly sensitive information in a confidential manner.
• Excellent communication and interpersonal skills.
• Highly organised and efficient with excellent attention to detail.
• Ability to analyse situations quickly and respond to those seeking advice/guidance.
• Ability to present information to a wide range of audiences.
• A self-starter with a positive, enthusiastic attitude.
• Highly proficient in MS Office software.

Sustainability Responsibilities:

• Continuously improve your knowledge of Olympia Events’ sustainability programme - the ‘Grand Plan’. Complete all training provided and promote sustainability practices to meet our Grand Plan objectives.
• Follow and promote all sustainable workplace policies and procedures and seek ways to make your department more sustainable by taking an active role to initiate change.

Olympia Events is fully committed to ensuring the safety and wellbeing of all children, young people and adults at risk (vulnerable groups) that attend our premises. As a consequence, Olympia Events may require any successful applicant to complete a DBS Check prior to working in our business.

Olympia Events is committed to Equality, Diversity and Inclusion and expects all its people to have a positive commitment to EDI by treating others fairly and not committing any form of discrimination, victimisation or harassment and to promote positive working relationships amongst employees and stakeholders.

This Job Description is not intended to be exhaustive; the duties and responsibilities may therefore vary over according to the changing needs of the business.