Event Planner - Sandown Racecourse in Esher

The Jockey Club is looking for a Conference & Events Planner Administrator to work across Sandown 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 supports and coordinates all bookings confirmed by the reactive sales team, manages venue show-rounds, and proactively upsells to exceed customer expectations. A key activity is to ensure the highest standards of accurate and timely information is shared and that all sales administration is accomplished effectively for a seamless handover to the operations team. The role aims to maximise revenue through outstanding customer service and the development of client, venue, and internal relationships.

Key Responsibilities

• Own the BEO/function sheet process on venue and complete it accurately for all events.
• Capture all revenue opportunities and work towards achieving confirmed business from all opportunities.
• Ensure a daily liaison plan is in place with relevant 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 SOP’s / Levy Signatures.
• Keep the sales team informed of the guest experience following events for relevant follow-up calls.
• Be the go-to at venue level for sponsors and client requests.
• Ensure safe and secure operation of all activities on behalf of stakeholders.
• Apply all legislative and venue operational procedures and standards for consistent and safe service.
• Maintain a polite, professional, and friendly attitude with customers, clients, and colleagues.
• Adhere to the highest level of customer care.
• Demonstrate a can-do attitude towards individual customer requests and strive to exceed expectations.
• Maximise all sales opportunities/leads to support revenue targets.
• Acquire good knowledge of all products and services offered by the venue.
• Actively gain customer feedback and pass information to relevant people.
• Conduct customer show rounds to maintain and develop relationships.
• Communicate with the sales team on the conclusion of show rounds to confirm bookings and resolve queries.
• Look for opportunities to develop service.
• Assist colleagues in a willing and positive manner, including other duties as required.
• Attend all relevant training sessions and meetings.
• Promote venue facilities and maintain a positive company image.
• If relevant, manage the client online booking tool and client account/bookings with the ops team.

Operational Excellence

• Be aware of and meet legal and company requirements for fire, safety, health, and hygiene.
• Report health and safety issues to your line manager, including accidents and near misses.
• Promote good safety habits and methods of work.
• Personally event coordinate commercial corporate and private conferences and events.
• Attend the weekly operation meeting and collate completed work orders, floor plans, and monthly schedules for the operational C&E meeting.
• Book miscellaneous event requirements and raise purchase orders.
• Provide administrative support to the operations department, including producing signage, event menus, table plans, and place cards.
• Ensure relevant information is provided to the accounts team in a timely manner.
• Collect deposit payments in line with 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 + bank holidays and an additional day off for your birthday.
• 2 days additional leave following return from maternity leave during the first year back.
• Competitive and supportive family benefits.
• Day off for baby's first birthday.
• Holiday purchase scheme.
• Ongoing training & development and career pathways.
• Professional subscriptions paid.
• Financial wellbeing programme and preferred rates on salary finance products.

Compass Group UK&I is committed to fostering an environment where every individual can truly be themselves at work and has equal opportunities to advance in their careers. We strive to build a culture that respects and celebrates the unique talents, beliefs, backgrounds, and abilities of all our team members. We want our colleagues to feel valued, empowered to reach their full potential, and to thrive - because diversity is our strength!