Hospitality Coordinator - ref. t72682223
CORPORATE AND HOSPITALITY EVENTS
No day is ever the same when you join our Corporate & Hospitality Events Team – we deliver knockout events week-in-week-out for some of the UK’s biggest brands.
One day you may be taking care of delivering on-track action for our corporate clients in our roaring Aston Martins and the next, you may be delivering an exhibition for 3000.
We're a highly motivated, innovative and specialised group of Event managers, coordinators and assistants. We oversee all aspects of an event from catering (delivering over 30,000+ business lunches a year!), AV, security, cleaning to health and safety and budget management.We love bringing any story to life with the creativity of our team of experts and the flexibility of our impressive International Conference & Exhibition Centre with 22 flexible spaces, and the on-site Hilton Garden Inn.
JOB PURPOSE
To ensure the effective and efficient support in the planning and delivery of Silverstone’s hospitality department. In accordance with the company brief, company policies and procedures, and within agreed budget and profit margins.
To support in the administration and planning duties across the department for the preparation, organisation, and delivery of Event Hospitality. Where necessary support wider business departments associated to the hospitality operation.
You will help the hospitality team grow the events through introducing new ideas and concepts and ensuring that they are represented at the right events with the right target audience.
KEY RESPONSIBILITIES- Successfully support the hospitality department in all administrative duties required.
- Support with proposals and setting up of sales contract for smaller club events.
- Act as the project coordinator for the operational production team coordinating all requirements for pre-event, build, live and derig during the British Grand Prix
- Support the executive leadership team with the planning and delivery of all their event hospitality requirements.
- Support the enclosure manager with any duties relating to the planning and delivery of the enclosure products at events.
- Diary management for all build and breakdown of areas in use for hospitality at all events.
- Support in the administration of all aspects to include but not limited to, booking systems, post-sale documentation, fulfilments of event packs including ticketing, budgets and purchasing.
- To help develop processes within all systems used in the department.
- Responsible for documenting as directed all aspects of race day hospitality events for handover, budget management, site planning, security and stewarding, traffic management, catering, entertainment and AV, cleaning, temporary facilities, signage, hostesses, furniture, emergency, and contingency planning to post event evaluation and final account reconciliation.
- Support in the management of budgets for all events, ensuring POs are raised in a timely manner and the budget is kept up to date.
- Accurately recording and communicating hospitality and catering event information to all stakeholders internally and externally.
- As and when required support other departments within a hospitality environment to include but not limited to customer service, ticketing, table planning, accreditation and inventory management.
- Oversee and mentor the hospitality administrator, supporting their development and mentoring where required.
- Support in the compiling of all event briefing packs for managers and supervisor.
- Support in the reporting of all event financials to the required internal stakeholders. Conduct post event reconciliation, review, and ensure all feedback is acted upon to affect positive change with agreed action plans.
- To ensure at all operational meetings actions and noted are taken and sent out to stakeholders to complete.
- To continually review and keep updated processes and procedures.
- To liaise directly with internal and external suppliers and contractors to order products and services in a timely and professional manner whilst ensuring purchase orders are raised in accordance with financial procedures.
- To ensure contractors appropriate documentation is correctly stored and checked prior to them coming to site.
- To raise POs as required for the department.
- To work as part of the team to support workloads to ensure the commercial and operational success of the events.
- Collaborate with the culinary team, operations team and client to ensure all menus are correctly written and printed.
- Compile and file the relevant health and safety paperwork for each event and reviewing where necessary to ensure all detail is correctly covered.
- To take on and support with additional projects within the business where required.
- To support the corporate events delivery team in the off season.
Requirements
KNOWLEDGE, SKILLS AND QUALIFICATIONS
o Minimum of 2 years’ experience working in a corporate or hospitality event environment.
o Commercially and operationally minded with a hands-on approach.
o Ability to take ownership and problem solve, is proactive and self-motivated.
o Works well as a team player and uses own initiative.
o First class ‘host’ skills and passionate about customer service.
o Excellent eye for detail, with strong organisational, time management & interpersonal skills
o Flexible approach in working hours – including weekends.
o Advanced computer literacy in Microsoft products, especially in Excel, PowerPoint and Word documents.
o Full clean UK driving licence.
o Willing to go the extra mile in ensuring that customer requests and expectations are met.
o Motivates and empower others to reach business goals by leading by example.
o Be clear and articulate in oral and written communication.
o An understanding of Risk Assessments and Health and Safety documentation desirable.