Event Sales Coordinator in London

We are looking for people to join our fantastic team at Somerset House Trust. As the home of cultural innovators, the Trust connects creativity and the arts with the broader society.

Event Sales Coordinator Responsibilities

• Act as the first point of contact for all initial event enquiries, professionally managing a high volume of enquiries via email and telephone in a timely and efficient manner.
• Think creatively to maximise opportunities by thinking outside the box to accommodate different types of events, when responding to enquiries.
• Always deliver an excellent level of customer service.
• Qualify initial event enquiries before handing over to the Event Sales Managers to conduct site visits.
• Ensure a smooth handover for clients and support the department where needed.
• Build a strong rapport with key agencies and accredited suppliers, as part of the enquiry process.
• Where necessary, support the Sales team by taking site visits.
• Support the Sales team in securing business, whilst respecting and adhering to the limitations of a Grade‑I listed venue.
• Ensure post‑event follow‑up with all relevant parties to maximise future opportunities and to encourage repeat business.
• Work closely with other departments to ensure effective diary management and to maximise sales opportunities through effective space planning.
• Maintain and ensure all sales documentation and templates (including packages, proposals, venue information and external website listings) are accurate and up to date.
• Where required, support the Sales team with administrative tasks associated with sales tradeshows and cultivation events, including follow‑up sales emails.

Administration

• Overall responsibility for administration within the Sales team, including security deposit refunds, invoice requests, managing supplier commissions and any relevant purchase orders.
• Proactively liaise with clients and suppliers to ensure all paperwork is in place for sold events and that payments are received on schedule.
• Work closely with the Finance department to manage and minimise debtors.
• Ensure the event and venue management systems are updated for all events, generating reports from the system as required for analysis.
• Maintain and implement tracker documents and spreadsheets as required.
• Prepare and share weekly sales reports.
• Prepare and share monthly enquiry and commission reports with the Head of Commercial Sales.
• Coordinate all administrative tasks related to the Venue Hire accredited supplier tenders, including handling email correspondence, tracking applications, and providing support for any related tasks.
• Manage and maintain the venue hire section of the Somerset House website, ensuring content is accurate, up‑to‑date, and aligned with brand standards.
• Provide comprehensive administrative support for venue hire marketing activities, including creating and distributing newsletters, coordinating promotional materials, and managing the booking and scheduling of photographers and videographers to capture event content.
• Maintain and update client databases, ensuring accuracy, completeness, and compliance with data protection standards.
• Ensure that all audit and systems‑based requirements for events are undertaken both accurately and in a timely manner.
• Support the team by conducting regular industry research where required.
• Minute both team and wider departmental meetings.

Other

• Organise, plan and deliver internal events, working with departments across the Trust, ranging from small cultivation events to exhibition openings and events for a range of Somerset House’s partners and stakeholders.
• Carry out any other reasonable duties in line with the post as may be required from time to time, including covering other coordinator roles when required.
• Work closely with other departments in the Trust to ensure smooth and effective communication, maximising opportunities where possible.

Experience & Skills

• Experience delivering excellent customer service in a public/client‑facing role.
• Experience of general administrative tasks and/or diary management.
• Experience of information management, including producing, distributing and presenting information to a wide variety of audiences.
• Experience with financial tracking and chasing payments.
• Experience of working with a range of event suppliers desirable.
• Experience delivering events preferable, within a unique cultural/heritage venue with public spaces.

Skills

• Exceptional communication skills, both verbal and written, with the ability to adapt communication styles accordingly.
• Excellent prioritisation and time‑management skills, with ability to work under pressure.
• Strong attention to detail with an ability to multitask and adapt to change.
• Continuous improvement mindset, willing to question processes and make suggestions.
• Excellent interpersonal skills, able to build and maintain effective working relationships with clients and colleagues at all levels.
• Ability to work both independently and as part of a team.

Benefits to Working at Somerset House

• Access to our external Employee Assistance Programme for free 24/7 confidential advice and support, including up to 6 free counselling sessions per year where needed.
• Mental health support and guidance from our in‑house trained Mental Health First Aiders.
• Hybrid working based on having 3 days in the office per week (pro rata if part‑time).
• Contribution towards eye tests and glasses.
• Trust life insurance scheme.
• We offer winter flu vaccination vouchers.
• Enhanced annual leave – 25 days plus.