Event Planner in Epsom

We are looking for a Conference & Events Planner Administrator, for The Jockey Club, to work across Epsom Racecourse.

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 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. 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 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 invoicing 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 ensure the highest level of customer care is always adhered to.
• To demonstrate a can‑do attitude towards individual customer requests and strive to exceed customer expectations.
• To maximise all sales opportunities / leads to support in achieving revenue targets.
• To acquire a good knowledge of all products and services offered by the venue in order to be able to advise individual customers.
• To actively gain customer feedback, passing information gained, on to relevant people.
• To conduct all customer show rounds to maintain and develop relationships with customers.
• To communicate with the sales team on the conclusion of the show rounds, providing vital information so as the booking can be confirmed and queries resolved expediently.
• 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.

Benefits

• Medicash - Healthcare benefits, including dental, optical and therapy treatments (includes up to 4 dependent children).
• Aviva Digicare - Free annual healthcare check.
• Exclusive Benefits & Wellbeing site (Perks at Work).
• Entertainment discounts - up to 55% off cinema tickets.
• Health & Wellbeing discounts - Discounts for Nuffield Health (20%) and Pure Gym (10%).
• Travel discounts - Discounts with holiday companies such as TUI and Expedia.
• Shopping discounts - Save up to 15% at high street and online stores by purchasing Shopping Cards.
• Meals on duty.
• Vodafone discounts.
• Pension scheme and Life Assurance.
• Employee Assistance Programme.
• 23 days + BH's and additional day off for your birthday.
• 2 days additional leave, following return from Maternity leave during first year back.
• Competitive and supportive family benefits.
• Day off for baby's first birthday.
• Holiday purchase scheme.
• On‑going training & development and career pathways.
• Professional subscriptions paid.
• Financial wellbeing programme and preferred rates on salary finance products.

As part of Compass you'll help to feed people, fuel progress and forge connections in around 6,000 venues. Join us to grow your career with the industry leader, and get competitive pay, great perks and unrivalled opportunities for learning and development, at one of the UK's biggest businesses.