HR/JD Conference & Banqueting Events Co-ordinator – Jan 2018

BURTON ALBION FOOTBALL CLUB

Conference & Banqueting Events Co-ordinator

JOB DESCRIPTION

Conference & Banqueting Events Co-ordinator

Job Title

Conference & Banqueting Events Co-ordinator

Hours of Work

Standard working week of 40 hours excluding lunch break. In addition you will be required to work outside of normal office hours, at evenings, weekends and on bank holidays and on public holidays to cover for match days and other club events as required

Location

The Pirelli Stadium, Princess Way, Burton on Trent, Staffs DE13 0AR

Responsible to

Conference & Banqueting Manager

Contractual Status

Full time permanent

Overall purpose of the job

The Conference & Banqueting Events Co-ordinator will work together with other departments to accept and process all event bookings including match day events, weddings, private functions, meetings, annual events, wakes, Christmas and New Year parties, and corporate dinners and exhibitions. To be first point of contact both over the phone and face to face for new and existing customers providing a first class friendly and reliable service to promote the Club and it’s excellent facilities. The job role will also involve a hands on approach to assist and support the hospitality team at particularly busy periods as and when required with the preparation and set up of functions including during and after the event

Duties and responsibilities

• Provide accurate and detailed administration for customer details including all new and existing enquiries and keeping files and relevant databases up to date with latest information

• Conducting client initial visits and final details and any further appointments required for their event, and in particular to meet any special customer requirements

• Ability to work and communicate effectively with the general public, other members of the team and alongside all levels of management

• Responding effectively and efficiently to telephone and face to face enquiries on a daily basis and to ensure excellent customer experience at all times

• Support and assist the Events team in converting initial enquiries from proposal through to contracted events

• Assist in the administration and process involved with matchday hospitality enquiries and bookings and all other Club events and day

HR/JD Conference & Banqueting Events Co-ordinator – Jan 2018

BURTON ALBION FOOTBALL CLUB

Conference & Banqueting Events Co-ordinator

to day functions

• Preparing relevant documents including enquiries by letter, emails, contract order forms, function sheets and other relevant documents

• Promote the Club’s additional facilities to enhance events and maximise revenue

• Maintaining and updating the company’s client database

• Monitoring a busy email account and responding promptly to all queries, complaints and enquiries

• Liaise and support media & marketing departments when necessary in the marketing of events including web, social media and local press

• Assist and support other departments at busy periods, including ticket sales together with phone and retail enquiries as and when required

• Collaborate with other departments to co-ordinate the needs of the Club and its on-going progression for its conference & banqueting facilities

• Build client relationships and encourage repeat business

• Provide excellent customer service throughout the business and encourage others to do so

• Assist in the room set ups before functions and that everything is in place well in advance and that all customers needs are met and to help out with the function as and when requested to do so particularly at busy periods

• Follow all company policies and procedures in regard to Health & Safety procedures.

This document is a guide only and should not be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in the light of changing needs of the organisation All employees may be required to undertake any other duties as may be reasonably requested. Equality Code of Practice - Burton Albion are committed to ensuring that

equality of opportunity is at the very heart of everything we do to ensure we

provide fair and non-prejudicial access to the services across the Club. We

uphold everyone’s freedom of rights and choice to be different and aim to

provide opportunities for everyone to succeed. It is the policy of the club that

no person, whether job applicant, employee or customer, shall be

discriminated against. For full details, please refer to our employees

Company Handbook

Qualifications:

A good standard of education, preferably 5 GSCE’s or ‘O’ levels or equivalent

Desirable

HR/JD Conference & Banqueting Events Co-ordinator – Jan 2018

BURTON ALBION FOOTBALL CLUB

Conference & Banqueting Events Co-ordinator

Personal licence holder would be an advantage Hygiene Certificate Level 2

Desirable Desirable

Experience:

2 years’ experience within an event hospitality admin working environment

Essential

Skills & Knowledge: Strong sense of responsibility and able to work on own initiative Excellent communications skills and a friendly, approachable and helpful manner Good IT & administrative skills Good knowledge of Health & Safety at work

Essential Essential Essential Desirable

Qualities: Confident & outgoing personality able to deal with any situation at all levels

Essential