Boxes Admin Co-ordinator

Sodexo Ltd; Ascot; On-site; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Mental health support

Employee Assistance Programme

Wellbeing app access

Discount scheme

Salary Finance

Retirement plan

Death in Service

Learning & development

Cycle to Work

Volunteer opportunities

Flexible work environment

Competitive compensation

Full training & uniform

Job summary

Sodexo Live! is seeking a Boxes Admin Co-ordinator at Ascot Racecourse to organise administration for annual boxholders and staff bookings, while supporting the Boxes Admin Planning Manager and coordinating with multiple teams.

The role emphasizes delivering exceptional guest experiences at Royal Ascot and other race days. You will handle client information, invoicing support, and menu preparation with the Head Chef, ensuring accurate records and timely communications across departments.

Qualifications

• Proven experience using MS Office (Outlook, Word, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Strong customer service orientation and polite telephone manner.
• Ability to communicate across all levels and maintain strong organiser skills.
• Experience in events/hospitality environments is advantageous.

Responsibilities

• Manage information from clients and ARL through the system accurately.
• Handle telephone enquiries and support the planning team.
• Coordinate with kitchen, operations, staffing, sales, accounts, cellar and logistics teams.
• Process box order forms and coordinate with ARL Accounts department.
• Contact clients who have not submitted orders before race days.
• Maintain/update Boxes database and information folders.
• Support post-race day invoicing with the commercial team.
• Prepare menu notes and menus for Royal Ascot and race days with Head Chef.
• Produce race day paperwork for floor managers and assist in administration.
• Assist with organising the Annual Boxholders showcase event and communicate with ARL and clients.

Skills

MS Office

Outlook

Word

Excel

PowerPoint

Customer service

Communication

Organisational skills

Events hospitality

Job description

• 40hrs pw, Monday - Friday with occasional evenings and weekends inline with race days

Job Introduction

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.

What You Bring:

• 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
• Experience working within Events/Hospitality industry
• Experience in customer service or administration lead role

What we offer:

Working with Sodexo is more than a job; it’s a chance tobe part of something greater.You’ll belong in a company and team that values you foryou;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:

Unlimited access to an online platform offering mental health and wellbeing support.

Employee Assistance Programme to help with everyday issues or larger problems where you may need additional support, including legal and financial advice, support with work related issues or personal issues such as bereavement.

Access to a free health and wellbeing app that provides rewards for maintaining a healthy lifestyle and includes access to a 24hr virtual GP and various other services.

The Sodexo Discounts Scheme, offering great deals 24/7 (also open to friends and family) and/or the prepayment cashback card.

Money Insights and financial benefits via the Salary Finance Platform.

Save for your future by becoming a member of the Sodexo Retirement Plan

A Death-in-Service benefit for colleagues who pass away whilst employed by Sodexo

Opportunities to enable colleagues to grow and succeed throughout their career at Sodexo, including a variety of learning and development tools.

Cycle to Work Scheme to help colleagues to do their bit for the environment whilst keeping fit.

Volunteering Opportunities to enable all colleagues to help support worthwhile causes in our communities.

Flexible and dynamic work environment

Competitive compensation

Full training and full protective uniform supplied.

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 tobeingan 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.

Click here to read more about what we do to promote an inclusive culture.