Private Events Coordinator London, England
Job description
Located in the heart of Mayfair, The Arts Club is one of London’s oldest private members’ clubs – celebrating its’ 160 anniversary this year – and home to a community of members with a passion for the creative arts, literature, and business. From distinguished art exhibitions to fine dining, live music, and an exceptional programme of events for members, the club remains at the heart of contemporary cultural life in London.
We are currently looking for a Private Events Coordinator who will be principally responsible for providing administration support to the private events department. Answering the phones, taking private event enquiries to pass onto the sales team, diary management, booking and confirming event production, writing accurate contracts and client invoices, costing sheets and processing invoices.
Successful applicants will become part of a fun, dynamic team who work closely with the operations teams who bring The Arts Club to life on the daily basis.
In a nut shell:
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To be fully aware of the facilities that private parties offer in terms of room sizes, types of parties that are possible in The Arts Club, entertainment options, food timings and the services that are offered with Private Parties such as AV and flowers.
- To ensure the telephone is always answered (office hours are 9.30am – 6pm) and liaise with clients in taking private party enquiries and messages.
- Assist the Private Events Manager in responding to client requests within 6 hours if applicable. If this is not possible the client should be contacted with an update within 12 hours.
- Diary Management – under the direction of the Private Events Manager, chasing clients with provisional bookings daily to ensure that all bookings in the diary are confirmed and if released that they are done so in good time for another client to use the space.
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Responsible for accurate weekly function sheet packs for all events departments, as well as ensuring any changes are communicated to the necessary teams and ensuring the function sheets are 100% accurate at all times.
- Assisting in writing, proof reading and printing event function sheets for each event. Preparing the function packs in good time for the function sheet meeting in the preceding week. All details should be collated on a function sheet for distribution at the weekly meeting held by the Private Events Manager
- Assisting the Private Events Manager in liaising with all relevant departments at The Arts Club (chefs, FOH managers etc.) to help coordinate the client needs for their event (I.e. special menus, different set up times, complicated events).
- Under the direction of the Private Events Manager, you may also be required to meet with clients in the Club to assist with their event, including greeting them at the beginning of their event, assist and oversee event set ups and on occasion managing the events when the Private Events Manager is unable to do so.
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Under the direction of the Private Events Manager, ensure that each client is issued with a contract, deposit invoice and the deposit schedule is adhered to. Including taking and arranging the deposit & final invoice payments.
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Liaise with clients regarding any deliveries and pick-ups of event materials communicating with operations to ensure that everything is picked up post event.
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To execute any projects assigned by the Executive Management relating to selling private parties and maintenance of existing clients and Private Parties Office.
- Any other reasonable request from the General Managers, Directors Office, and Floor Managers.
Key Competencies for this role
- Excellent organisation and administration skills
- The ability to multitask and work well under pressure
- A bright can-do attitude
- Excellent written and communication skills
- Excellent telephone manner is imperative
- Excellent eye for detail
- Someone who is a quick learner and happy to look at ways in which the department can be more efficient
- Someone with natural sales skills
- Well-presented and happy to meet clients face to face if required
- Someone who can work well with other departments, building strong relationships with colleagues to ensure each event is executed perfectly
- A positive team player who is willing to assist with other departments when needed
In return we offer fantastic rewards and benefits (T&C’s apply):
- Private medical benefits
- Discount in over 800 retail outlets
- Discounts on food & beverage in our restaurants and sister businesses
- Enhanced sickness pay
- Life assurance
- Long Service Awards
- Pension scheme
- An exciting range of learning and development programmes
- Enhanced maternity pay
- Opportunities for promotion and continual progression
- Complimentary meals while on shift
- Employee assistance programme (EAP)
- Occupational health nurse.
INDMANAGE
