Venue Finding Admin Assistant

DesignMyNight; Greater London; On-site; GBP 22,000 - 30,000; Full time

Job summary

DesignMyNight, part of Access Hospitality within The Access Group, is looking for an organised and detail-driven Venue Finding Admin Assistant on a 5-month fixed-term contract. You will help keep our venue database accurate and assist with enquiries from first contact through to booking.

Responsibilities include updating venue profiles, coordinating site visits and preparing venue comparisons, while providing broader admin support across the department.

Qualifications

• Strong organisational skills and excellent attention to detail.
• Confident written and verbal communication abilities.
• Experience handling client enquiries in events or hospitality is desirable.

Responsibilities

• Maintain venue profiles on the internal database with up-to-date details.
• Source, verify and audit venue information including capacities and pricing.
• Manage small venue-finding briefs from first contact to booking.
• Coordinate site visits and prepare client-facing venue comparators.
• Provide general admin support for the Venue Finding team and CRM records.

Skills

Organisational skills

Attention to detail

Communication skills

Multitasking

MS Office

Proactive

Events experience

CRM systems

Client enquiries

Tools

Microsoft Office

CRM systems

Job description

DesignMyNight , part of Access Hospitality within The Access Group, is looking for an organised and detail-driven Venue Finding Admin Assistant to join our Venue Finding team on a 5-month fixed-term contract.

This is a hands‑on support role at the heart of how we help clients find and book the right venue. You'll be responsible for keeping our venue database accurate, current and presentation‑ready, while also getting stuck into the enquiry process itself - managing smaller venue finding briefs from first contact through to confirmed booking, coordinating site visits, and providing broader administrative support across the department.

It's a great opportunity for someone with strong organisational skills and a genuine interest in events, hospitality or venue finding to gain hands‑on experience with a leading name in the industry, working closely with an experienced team on live client enquiries.

Venue Database Management

• Upload, update and maintain accurate venue profiles on the internal database, ensuring all information is current, complete and presented to a high standard
• Source and verify venue details including capacities, facilities, pricing and imagery
• Conduct regular audits of existing venue records to identify and correct any outdated information

Enquiry Support

• Manage and respond to smaller budget venue finding enquiries from initial brief through to confirmed booking
• Liaise with venues on behalf of clients to obtain availability, rates and proposals
• Prepare clear and professional venue comparison documents and shortlists for client review
• Assist senior team members with live enquiries, including chasing venues for responses, updating trackers and managing correspondence
• Help maintain accurate and up‑to‑date records on all active enquiries within the team's CRM or project management system
• Take ownership of a nominal monthly booking / revenue target for small enquiries handled directly

Site Visit Coordination

• Schedule and coordinate site visits between clients and venues, managing diaries and logistics
• Prepare briefing notes and itineraries ahead of site visits
• Follow up post‑visit to gather client feedback and next steps

General Departmental Administration

• Provide day‑to‑day administrative support across the Venue Finding department
• Manage shared inboxes, respond to routine queries and triage incoming requests
• Assist with the preparation of reports, presentations and client‑facing documents
• Help onboard new venues and maintain supplier relationships
• Handle client and venue information with discretion and in line with data protection requirements

Skills & Experience

• Strong organisational skills with excellent attention to detail
• Confident written and verbal communication skills
• Ability to manage multiple tasks and prioritise effectively in a fast‑paced environment
• Proficient in Microsoft Office (Word, Excel, Outlook)
• A proactive, can‑do attitude with a willingness to learn
• Previous experience in an events, hospitality or venue‑related role
• Familiarity with venue finding platforms or CRM systems
• Experience handling client enquiries or working in a customer‑facing environment