Admin and Events Coordinator – Up to £27k based in Pangbourne
DiSRUPT Agency are on the hunt for a driven and organised Admin and Events Coordinator for our client, based in a beautiful location on the outskirts of Pangbourne, Berkshire. Our client is an award-winning clay shooting ground. You would be joining a small but lovely team in a brilliant environment who are always committed to supporting each other.
The role involves working on initiatives to boost corporate bookings both on and off-site, as well as subsequently planning and organizing internal resources to fulfil the experience. The person will liaise with the Events Manager to organise and deliver high-quality events including booking into the diary system, arranging staff, catering and prizes, and disseminating information in a timely manner allowing sufficient time for other departments to prepare and help our front of house team.
This interesting and varied role will involve the following key responsibilities:
- To work on initiatives to boost corporate bookings both on and off-site.
- To attend weekly events and marketing team meetings to discuss new bookings, processes and upcoming events.
- To deal with all corporate events inquiries via email, phone & social media.
- To respond to all enquiries with a bespoke quote and availability in a timely manner (currently 48hrs or less).
- To process all 2 & 3hr group bookings in collaboration with the Receptionist / Events Assistant.
- To offer event hosts support from initial enquiry through to post-event analysis.
- Use Sage to raise deposit, balance and extras invoices and send these to the client in good time.
- To liaise with the accounts team to ensure payment are received.
- To communicate all guest requirements to the catering provider.
- To create event collateral, including scorecards, menus and other event signage.
- To create event notes to pass on to the front of house team and Head Instructor, therefore ensuring that all staff are fully briefed prior to the event.
- To be on site on the day of the event to ensure that the Lodge/Farmhouse is neat and tidy and to look after the event host and their guests.
- To undertake event follow up i.e. sending hosts photos of the day, extras invoices, thank you emails etc.
- To be prepared to support reception on one Saturday a month.
The person:
- Proven track record in the events sphere
- Strong organising skills
- Relationship & conflict management
- Keen attention to detail
- Flexible with an understanding of the need for prompt communication to clients and colleagues
- Team player but also able to work independently
- Self-motivated, commercially minded and hard-working
- Punctual & reliable
- Good customer service and communication skills
- A passion for the countryside
- Ability to work under pressure
- Strategic and innovative thinking
- A willingness from time to time to work extended hours and travel as required