Admin and Events Coordinator - Berkshire

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Ref: 4045 Date Posted: Tuesday 17 Oct 2023

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