Box Coordinator — Events & Hospitality (Race Day)

Sodexo; Ascot; On-site; GBP 24,000 - 34,000; Full time

Job summary

Sodexo Live! is seeking a Boxes Admin Co-ordinator at Ascot Racecourse to organise administration for Annual Boxholders and staff bookings. You will work with the Boxes Admin Planning Manager and other coordinators to ensure smooth operations for Royal Ascot and 21 race days a year.

Role requires coordinating with multiple departments, managing orders, invoicing support, and maintaining the boxes database, while delivering high-quality customer service and meticulous administration on race days.

Qualifications

• Experience in Events or Hospitality helpful.
• Customer service or administration leadership experience preferred.
• Excellent communication and telephone manner, plus strong written communication.

Responsibilities

• Manage information from clients and ARL accurately in the system.
• Handle telephone enquiries with the planning team and respond promptly.
• Coordinate with kitchen, operations, staffing, sales, accounts, cellar and logistics teams to update requirements.
• Process box order forms and liaise with ARL Accounts for invoicing.
• Contact clients who have not submitted orders before each race day.
• Maintain boxes database and departmental information folders.
• Assist post-race day invoice production and ensure invoicing accuracy.
• Prepare menu notes and race day menus with Head Chef.
• Produce race day paperwork for floor managers and support planning team.
• Organise Annual Boxholders showcase and maintain communications with ARL and clients.

Skills

Organisational skills

Customer service

Communication

Multitasking

Attention to detail

Phone etiquette / Written comms

Tools

Microsoft Office

Job description

Sodexo Live! is seeking a Boxes Admin Co-ordinator at Ascot Racecourse to organise administration for Annual Boxholders and staff bookings. You will work with the Boxes Admin Planning Manager and other coordinators to ensure smooth operations for Royal Ascot and 21 race days a year.

Role requires coordinating with multiple departments, managing orders, invoicing support, and maintaining the boxes database, while delivering high-quality customer service and meticulous administration on race days.