Conference Co-ordinator in Aberystwyth

Accommodation and Conference Services is looking for a new member to join our customer‑facing team. You will be the main contact for our customers for conferences, events, catering and visitor accommodation. You will be responsible for overseeing the sales and organisation of large events, liaising directly with external customers and organisations, and coordinating with internal operational teams to ensure successful delivery. We are a small team that works closely with Hospitality and Facilities teams and supports the entire University and external customers. The successful candidate will receive training in all aspects of the role and have access to further development. We seek a confident communicator who understands customer needs and can handle unexpected tasks on short notice. Experience speaking and writing Welsh is desirable.

Responsibilities

• Respond to all sales enquiries (email, telephone, written, verbal, referrals) in a timely and professional manner; provide clients with product and service information to facilitate booking decisions.
• Close sales at point of enquiry and offer up‑sell opportunities to maximise return.
• Maintain a log of outstanding enquiries/leads and follow up with courtesy calls as agreed.
• Escalate barriers to sale to the Conference Office Sales Manager/Business Development Manager; negotiate rates where authorized.
• Identify new sales leads according to the marketing plan and initiate dialogue with potential clients.
• Enter all bookings into the Kinetic booking system with full details on the day the booking is taken.
• Coordinate hospitality orders and liaise with internal service delivery departments.
• Review existing bookings for special requirements, VIPs and potential issues; raise issues to operations.
• Raise invoices by the end of the week of the event and maintain regular contact with the client leading up to the event.
• Act as nominated representative and customer liaison for internal and external clients before and during the event.
• Send follow‑up email and feedback survey to client by the end of the week of the event.
• Prepare, process and balance financial transactions, including banking and reconciliation.
• Manage conference budgets and bespoke quotations, ensuring agreed profit margins are achieved and understand the relevant cost base.
• Perform benchmarking exercises to inform annual price setting.
• Collate and analyse feedback data; pass on comments to operations and escalating complaints to management.
• Monitor risk assessments submitted by external clients and advise internal clients in partnership with HS&E Office.
• Undertake other duties as assigned by the line manager, including flexible support during peak workload and attendance at university events (e.g., open days, graduations, weekend work).
• Promote equality of opportunity and support the university’s commitment to diversity and inclusion.
• Engage in continuous professional development in line with role demands and contribute to the development of others.
• Fulfil health and safety responsibilities and promote personal health, safety, and environmental sustainability practices.

Qualifications

• Educated to A‑Level standard, or equivalent qualification or experience.
• Sales‑ and service‑oriented approach.
• Experience working in a customer‑focussed environment.
• Outstanding interpersonal and communication skills; able to represent the university in a customer‑facing capacity.
• Strong negotiation skills and influence.
• Sharp attention to detail and high personal standards.
• Experience with Microsoft Office and ability to learn other software packages.
• Oral (spoken) and written Welsh Level B2.

Desirable

• Degree in a business‑related discipline.
• Experience in a sales or service‑centred organisation.
• Commercial acumen and ability to analyse financial data and trends.
• Experience working in the conferencing or tourism sector.
• Understanding of higher education, academic conferences and university life‑cycles.
• Oral and written Welsh Level C1.

Benefits

• Flexible working policy.
• Hybrid working opportunities.
• 36.5‑hour week for full‑time roles.
• Generous leave: 27 days annual leave plus bank holidays and university closed days.
• Commitment to professional development.
• Enhanced pension contribution.
• Staff recognition and reward schemes.
• Free Welsh language learning.
• Staff relocation bursary.
• Maternity, paternity, parental and adoption leave.
• Staff discount on gym, hospitality and retail on campus.

How to apply

Applications can be made through jobs.aber.ac.uk. The university welcomes applications in Welsh or English and treats all applications equally. Flexible workforce: full‑time, part‑time, job share or term‑time only arrangements are considered.

Equal Opportunities & Diversity

Aberystwyth University supports a diverse workforce including Black, Asian and Minority Ethnic candidates, disabled candidates and female candidates. We comply with the Welsh Language Standards and are committed to equal opportunities. All applications are treated equally.

Employment Visa

This role does not meet the criteria for sponsorship for a Skilled Worker Route.