Boxes Admin Co-ordinator

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! has an amazing opportunity for a Boxes Admin Co-ordinator to join our team at Ascot Racecourse. We are committed to providing our guests with an outstanding experience hosting one of the world's most prestigious race meetings, Royal Ascot, as well as 21 race days each year and the administration planning of our boxes is a crucial part of our service. You will be responsible for working with the Boxes Admin Planning Manager and the other Boxes Co-ordinators to organise all administration for the Annual Boxholders and staff bookings. Above all, you will promote Ascot Racecourse ensuring that the venue is considered the place to be seen. We're experienced makers and food fanatics. Our experiences are unique, and so are our people. Bring personality, your background, and your desire to delight others. In return, we'll give you all you need to thrive, because at Sodexo Live! we're so much more. Be part of something greater. What You'll Do:

• Manage all information received from external clients and Ascot Racecourse Ltd (ARL) through the system accurately.
• Handle telephone enquiries alongside the planning team, ensuring prompt and efficient responses.
• Liaise with kitchen, operations, staffing, sales, accounts, cellar, and logistics teams to communicate and update requirements in a timely manner.
• Process box order forms and coordinate with the ARL Accounts department.
• Contact clients who haven't submitted orders before each race day.
• Maintain and update the Boxes database and departmental information folders.
• Support the commercial department with post-race day invoice production and ensure accuracy of all invoicing.
• Prepare menu presentation notes and table menus for Royal Ascot and race days in collaboration with the Head Chef.
• Produce race day paperwork for floor managers and assist with administration alongside the planning team.
• Assist with organising the Annual Boxholders showcase event, attend meetings with ARL sales, maintain strong communication with all departments and clients, and provide efficient race day support.
• Committed to delivering against Ascot Racecourse's core values: elegant, original, and uplifting
• Exceptional attention to detail
• Ability to communicate effectively across all levels
• Good customer service skills, polite telephone manner, excellent written communication
• Knowledge of Microsoft Office specifically Outlook, Word, Excel, and PowerPoint
• Flexible approach to working hours especially on race days
• Ability to demonstrate organisational skills
• Ability to manage multiple tasks and prioritise information in an extremely busy environment

Desirable

• Experience working within Events/Hospitality industry
• Experience in customer service or administration lead role Working with Sodexo is more than a job; it's a chance to be part of something greater.You'll belong in a company and team that values you for you; you'll act with purpose and have an impact through your everyday actions; and you'll be able to thrive in your own way.In addition, we also offer a range of resources, rewards and benefits for our colleagues and their families, Sodexo reserves the right to close this advertisement early if we are in receipt of a high volume of applications.

About Sodexo At Sodexo, our purpose is to create a better every day for everyone to build a better life for all. As the global leader in services that improve the Quality of Life, we operate in 55 countries, serving over 100 million consumers each day through our unique combination of On-Site Food and FM Services, Benefits & Rewards Services and Personal & Home Services. We are committed to being an inclusive employer. We are a forces friendly employer.We welcome and encourage applications from people with a diverse variety of experiences, backgrounds, and identities.We encourage our employees to get involved with our Employee Networks such as Pride, Sodexo Parents & Carers, Sodexo Disability, Ability network, So Together, Generations and Origins. Sodexo Disability, Ability network, So Together, Generations and Origins. We're a Disability Confident Leader employer.We're committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.