Commercial Partnerships Coordinator /Events Coordinator

A contemporary design venue is seeking a Commercial Partnerships Coordinator to deliver successful private hire events and Commercial Partnerships across the venue, in line with clearly defined revenue targets and growth plans. A good day will be customer facing, varied, busy, productive and fun. Each day will be different, and you are comfortable tackling new, perhaps unusual, challenges.

Private Hire Events

• Coordinate, including creating and updating as required, all private hire processes, documentation and systems to ensure the effective and consistent project management of all events
• Handle phone, email and in-person private hire enquiries, including giving sales tours and upselling other Design District services as relevant
• Prepare accurate quotations and proposals, handle negotiations and customise contracts to each event
• Coordinate Front of House and Food and Beverage teams
• Lead all on-site activities before, during and after private hire events across the venue
• Ensure temp staff are hired as needed to guarantee all events are duly staffed
• Collaborate with marketing to proactively generate high quality private hire leads, in line with targets, including approaching selected events agencies and companies to establish partnerships

Commercial Partnerships

• Collaborate with the Sales and Marketing teams to proactively generate and convert commercial partnership leads, with the goal of either directly generating revenue or delivering commercial value through brand exposure
• Produce detailed partnership proposals and contracts, consulting with relevant members of the Design District team as relevant, and negotiating with clients as needed
• Coordinate the production of all commercial partnership activations
• Work closely with marketing to ensure all partnerships are effectively documented and ensure they can be promoted in a way that leverages their full value
• Lead all on-site activations, from set up to set down
• Produce commercial partnership wrap reports for both the client and internal reference and analysis

Person Specification

• You are a proactive self-starter, motivated relationship builder, and are driven by achieving clearly defined targets
• Your strength is to listen actively to the needs of clients while sensing their style and approach and use your observations to prepare proposals that perfectly suit their expectations
• Your project management and task delegation covers every important detail, and your team briefings are led by you, objective and motivational
• This role will require a flexible approach, dedication and determination

Skills – Essential

• Proven experience in events
• Experience in negotiating, organising and delivering medium to large scale events
• A consummate collaborator, and exceptional communicator
• Strong ability to foresee and design every step of the client experience and translate that into a well-organised Event Schedule
• Experience in approaching and building partnerships with clients and suppliers
• Ability to delegate and keep an organised tracking and follow up system
• Experience in billing and following up on due invoices
• Experience in handling a diverse and multicultural clientele
• Attention to detail at all levels and the ability to multitask
• Familiar with setting up AV equipment and the basics of electrical safety requirements
• Must have the ability to be a fire marshal and first aider if required
• Flexibility of working days and hours to suit the events schedule
• Ability to handle challenging situations and client expectations with a professional approach at all times
• Ability to undertake physically demanding tasks, i.e. room set up

Skills – Desirable

• Experience in using hospitality management software
• Health and Safety Level 1
• Food Safety level 1
• Basic experience of Hotel or Membership space reception operations
• Basic experience of Food and beverage operations
• Personal License holder