This role is part of a dynamic team responsible for delivering all events, meetings, and private functions at The Guildford Pavilion. From initial enquiry through to confirmation and event delivery, you will play a key role in ensuring every event runs smoothly and exceeds client expectations.
Your responsibilities will include coordinating a wide range of events--such as conferences, meetings, private parties, dinners, weddings, wakes, concerts, cricket matches, and community activities--for both new and existing clients. Building and maintaining long-term, positive relationships will be essential, as will providing exceptional service at every stage of the process.
In addition, the role involves managing our social media platforms and supporting marketing efforts, so a creative flair and eye for detail are highly valued.
We're looking for someone who brings energy, enthusiasm, and a collaborative spirit. This is a hands-on and highly versatile role where every team member contributes to making our events outstanding.
Responsibilities
Event Enquiries
Be the first point of contact for new event enquiries
Follow the event handling process as required within IVvy, the venue event management system to ensure the profitability of the event
Conduct professional and creative show rounds of the Pavilion as part of the process
Be responsible for upselling and maximising sales
Ensure that the diary and chases in IVvy are up to date at all times
Prepare proposals within IVvy (booking system) and follow up those proposals in the system at the set times
Build client relationships by talking on the telephone to clients when a website/email enquiry is received to clarify their requirements. Ensure follow ups are conducted by telephone rather than email wherever possible.
Pre-Events
Ensure PO's, signed contracts, T&C's and full payments are received prior to the event
Finalise third party suppliers and raise PO's as per internal requirements
Liaise with the preferred caterer with regards to the logistics of the event
Prepare function sheet for the event and obtain client agreement in writing that all is correct
Attend briefing sessions for upcoming events
Ensure all required risk assessments are complete prior to events
Book casual staff and as required, be involved in the recruitment of new casual staff
Be aware of the evacuation/safety procedures for that specific event
Events
Be the main point of contact for the client and suppliers, including caterers on the day of the event
Manage the bar staff and temporary staff and any suppliers required for the event
Be aware of alcohol license agreements for each event
Set up and break down of equipment, furniture and refreshment stations for the event
Open up and lock down of rooms/buildings used for the event
Ensure payment is made on the day by credit card for all extras and account bars unless credit agreed
Post Events
Ensure invoice sent for any extras where credit has been agreed
Prepare event evaluation reports and communicate actions to post event meetings
Maintain ongoing proactive contact with clients to maximise repeat business
Marketing
Promote agreed marketing offers according to business requirements
Input into the annual marketing plan
Action the social media plan to promote the venue and generate enquiries
Ensure all new contacts are entered into the marketing database within iVvy correctly to grow the internal database
KNOWLEDGE/SKILLS/EXPERIENCE
Essential
Minimum 3 years office experience, ideally in a coordinator role
Minimum 1 year marketing experience
Event industry experience advantageous but not essential
Sound commercial acumen and target driven
IT literate, with experience of event booking systems
Excellent communication skills, verbal and written
Self motivated and self sufficient
Strong service orientation and customer focus
Proactive sales experience
Job Type: Full-time
Pay: 27,000.00-30,000.00 per year
Benefits:
Company pension
Discounted or free food
Free parking
On-site parking
Schedule:
Day shift
Monday to Friday
Night shift
Overtime
Weekend availability
Application question(s):
Please tell us why this role interests you?
Please tell us why you feel you would be suitable for this role? ( In your own words, no AI descriptions please)
Work Location: In person