Events Coordinator

LLOYD'S REGISTER INTERNATIONAL; Cambridge; On-site; GBP 26,000 - 32,000; Full time

Job summary

LLOYD'S REGISTER INTERNATIONAL is seeking an Events Coordinator to manage a busy events programme from initial enquiry to delivery at Murray Edwards College premises or other venues as required.

You will support the Business Development Manager, coordinate client requirements, prepare contracts and invoices, and work with in-house teams (Catering, AV, Front of House, Accommodation) to ensure flawless events and high client satisfaction.

Qualifications

• Essential qualifications include GCSE Maths and English, grade C or above.
• Desirable NVQ Level 2 in Customer Service.

Responsibilities

• Support the BDM in handling enquiries from various sources and record in the CRM.
• Coordinate with in-house teams (Porters, Accommodation, Front of House, Catering) to ensure smooth delivery of events.
• Prepare contracts, invoices, running orders, signage and seating plans for events.
• Build relationships with clients to secure repeat business and high satisfaction.
• Attend weekly planning and events team meetings to plan workloads and sales pipeline.

Skills

Communication skills

Attention to detail

Teamwork

Education

GCSE Maths & English

NVQ Level 2 in Customer Service

Tools

CRM system

Booking system

Job description

Job Description

Job title: Events Coordinator

Department: Events and Conferencing

Location: Murray Edwards College premises or other places as required tofulfil the duties of this role

Purpose of role: To successfully manage events and clients, both internal andexternal, including commercial, private, students and Fellows. Tosupport the BDM on responding to initial enquiries and seeing theevent through from proposal to delivery.

Line manager: Business Development Manager

Line manages: N/A

Salary Band: 6

Hours: Full time – 37.5 hours per week

DBS check required? Yes / No If yes: Basic / Standard / Enhanced

Main duties and responsibilities:

Event Management and Client Relationships:

Support the BDM in responding to incoming enquiries from a variety of different sources (web, telephone, emails, referrals etc.) in an effective and timely manner. Record this information on the in-house CRM system.

Working closely with all other in-house departments to ensure the effective and smooth delivery of events. Including the Porters’ Lodge, Accommodation, Front of House & Catering, Kitchen, Gardens and Maintenance.

• Provide full event support to all clients from the point of initial inquiry, through to the event delivery and post-event invoicing and feedback meetings.
• Carry out site visits for clients, in a positive manner, using successful upselling techniques, with support from the BDM. These may be in person or virtual.
• Liaise with clients prior to their event to ensure all of their requirements are accurately recorded on the booking system before the day of the event.
• Meet the client on the day of their event and be available throughout the event to ensure the event runs smoothly. Catch up with the client before they depart for feedback on the day.
• Working with accommodation and rooming lists and helping manage the B&B side of the business.
• Build relationships with clients to secure return business and achieve a high client satisfaction rate.
• With support from the BDM, and using the in-house event planning and CRM system, assess feasibility of events to ensure we can reach client needs.
• Work very closely with the in-house AV and Production Assistant to ensure we go above and beyond the clients’ needs and expectations.
• Produce event documents including, but not limited to, contracts, invoices, running order, signage and table plans.
• Working with Fellows, Alumnae, Benefactors/Stakeholders and the Development team.
• Attend weekly planning meetings with other departments.
• Attend weekly event team meetings, run by the BDM, to assess upcoming events, workloads and the sales pipeline.
• Provide a high level and professional customer service to all clients.

Demonstrating excellent product knowledge when carrying out site visits and meetings and in all communications with customers. This includes both the history and current position/news of the College.

Collating additional necessary information form clients and internal teams, such as PEEP forms, third party risk assessment and health and safety forms etc.

Other duties:

• Book business from new and repeat clients, capturing their details and event requirements and accurately ensuring this date is put onto the booking system.
• Working closely with the BDM, ensure that all the collateral (menus, pricing etc.) that we send to customers is up to date and accurate.
• Understanding the application of Prevent legislation to bookings.
• Make changes to the events microsite in conjunction with the BDM
• Update social media channels with news and offers with conjunction with the BDM

Manage the sale of University Rooms, uploading availability on to both the booking system and the University Rooms website. Manage bookings, including commercial bookings using a promotional code and update the booking system accordingly.

Working closely with the BDM on developing new procedures and processes to ensure that the department runs effectively and efficiently. Updating any necessary trackers and spreadsheets where required and requested.

Communication and Problem Solving:

• Ensure that all internal departments have all the information they need for events to run successfully.
• Work in a collaborative manner with the events team, wider teams and clients to develop rapport and build strong working relationships.
• Ensure that the internal booking system (KX) is up to date with the latest information promptly and accurately.
• Assist with the day to day running of the Events office, assisting commercial clients, Fellows, students and staff with any enquiries.

Support and Cover:

• Assist the BDM with ensuring that all marketing and collateral is up to date, based on our current offering.
• Cover reasonable additional tasks for the AV and Production Assistant and BDM in their absence
• Undertake any other duties appropriate to the grade as required.

Person Specification

Essential Qualifications: GCSE Maths and English, grade C orabove or equivalent

Desirable Qualifications: NVQ Level 2 in Customer Service

Essential Skills, knowledgeand experience:

• Excellent communicationskills
• Excellent attention to detail

Essential Ability to work as part of ateam but also effective whenworking aloneGood organisational skillsExperience of working in anEvents office or a similarcustomer faced office serviceenvironment

Essential IT skills: Microsoft Suite

Desirable IT skills: Kinetics (KX)Perfect Tableplan

Essential Personal attributes: Friendly and approachableCourteous and respectful ofothersCalm under pressureFlexible and willing to work outof hours/weekendsPositive outlookStrong work ethic, andprepared to go the extra mileCustomer orientation