Event Coordinator

Roehampton Club; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking an enthusiastic Event Coordinator to manage a variety of social events and weddings. This role involves creative planning, ensuring budget compliance, and maintaining excellent relationships with suppliers. You will work closely with the Events Manager and various departments to deliver memorable experiences for members. The ideal candidate will have a background in event management, strong organizational skills, and a passion for delivering exceptional customer service. Join this dynamic team and contribute to creating unforgettable events in a vibrant club atmosphere.

Benefits

Staff Fund of £550 paid twice yearly

30 days annual leave

Generous company pension matching up to 15%

Use of Club’s facilities

Staff classes including tennis and golf

Employee Assistance Program

Ongoing training and development

Death in Service of 4 x salary

Qualifications

• Experience in an event and banqueting environment, preferably in a private members club.
• Good customer care skills including respecting internal and external customers.
• Strong team player and good communicator.

Responsibilities

• Coordinate the Club’s Social Scene Events and Weddings.
• Maintain accurate P&L’s for each event and ensure budget compliance.
• Provide administration support to the Events Manager.

Skills

Event Coordination

Customer Care

Budget Management

Communication Skills

IT Skills

Education

Experience in Event Management

Tools

Event Management Software

Job description

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Job Type:Full Time - 40 hours per week (5 days from 7)

Reporting to:Events & Banqueting Manager

Job Purpose:

Responsibility to coordinate the Club’s Social Scene Events, Weddings and assist with the delivery of other Club events.

Key Responsibilities:

Social Scene:

• Come up with new and innovative ideas to include in the social scene calendar for members, including some Member lead events, carveries, external tours, children’s events and execution of regular, popular events.
• Plan these events through initial enquiries, ticket sales, event costings in line with budget, handover to ops team, lead communications to booked members about event details, and conduct feedback research for future events.
• Maintain accurate P&L’s for each event, and ensure the budget is in line, as well as providing a variety of event offerings for members.
• Maintain a broad and up to date supplier list for all events, always maintain good relationships with current suppliers and always strive to improve offering in line with budget if possible.
• Work closely with Marketing to ensure all details of events are correct, and make sure save the dates go out to inform members of the upcoming social scene events.

Weddings:

• Manage leads and respond quickly and efficiently to wedding enquiries
• Conduct show rounds of the grounds, highlighting areas licensed for ceremonies, and areas that can be used for the reception drinks and food service.
• Conduct and host tastings with couples, liaise closely with the kitchen team and chef with regards to the menu, feedback from tastings food, canapes and upselling food for their day.
• Upsell drinks packages, canapes and use of space as much as possible when building their proposal, offer to arrange additional services from external suppliers such as DJ’s, photobooths, sweet tables etc.
• Conduct marketing analysis and benchmark to other wedding venues and look at package prices, remaining competitive but attractive.
• Make sure all wedding marketing is kept up to date, with prices and the latest images and room sizes.
• Keep the licensing documents safe and up to date, ensuring the club is compliant with all ceremonies held.

Events:

• Provide administration support to the Events Manager in the preparation and delivery of all events at the Club, especially with replying to enquiries in a timely manner and recording leads in their absence.
• Make sure good communication is consistently held with other departments with regards to events happening, especially Gatehouse, Reception and Kitchen and Food and Beverage teams.
• Respond to all photoshoot enquiries and liaise closely with sporting departments regarding bookings of courts, lawns etc. Host Photoshoot events and ensure they have all the necessary equipment and show them to the areas needed as well as ensure they are not breaching the photoshoot rules of the club (no members in shots etc.)
• Assist with hosting events as required.
• Work closely with the Events Manager on the budget and ensure all P&Ls are up to date and events are on track to hit and exceed budgets set by finance.
• Manage new event enquiries and conduct show rounds for potential customers when required.

Whilst full training will be given, the ideal candidate will possess the following qualifications and competencies:

• Experience in an event and banqueting environment preferably in a private members club.
• Experience in using events management software.
• Good customer care skills including respecting internal and external customers.
• Ability to use your own initiative and manage work schedule.
• Sound IT skills.
• Excellent attention to detail.
• Trustworthy and reliable.
• Strong team player and good communicator.

Benefits include:

• Staff Fund of £550 paid twice yearly after qualifying period
• 30 days annual leave (including bank holiday plus 2 additional life leave per annum)
• Lieu time for time worked over contracted hours
• Meal whilst on duty
• Generous company pension matching up to 15% after a qualifying period
• Use of Club’s facilities on working day following qualifying period
• Staff classes including tennis, golf, Art
• Employee Assistance Program and mental health support
• Staff events
• Death in Service of 4 x salary
• Ongoing training and development

The above job description is not exhaustive, and you may be required to carry out tasks, including weekend working, as specified by the Club, that are outside the content of your job description on occasion.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

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