Conference Sales Coordinator

Conference Sales Coordinator
Up to £33,000 a year, inclusive of London Weighting Allowance at £3,072 a year subject to experience
Full-time, 37.5 hours a week, Monday to Friday, between 8 a.m. and 6 p.m. (Flexible according to business needs) with an hour for lunch.
The Foundry, London, SE11 5RR

The Post
The Conference Sales Coordinator plays a vital role in bringing in new and current organisations to use the conference facilities at The Foundry. The role centres around selling meeting and conference space by telephone, email or face-to-face. 40% of the working hours will be spent on sales and marketing with the remainder on providing administrative support as detailed below.

Sales and Marketing
* Gathering market and customer information
* Contacting potential customers to arrange meetings for new business
* Maintaining and developing relationships with existing customers in person and via telephone calls and emails
* Listening to customer requirements and presenting appropriately to make a sale
* Responding promptly to incoming email and phone enquiries
* Keeping clear records of all enquiries both for reporting and analysis purposes, and to enable follow-up contact
* Negotiating the terms and conditions of a sale, making accurate, rapid cost calculations and providing customers with quotations
* Advising on special promotions
* Recording sales and entering into the bookings system
* Feeding future sales trends back to The Foundry
* Supporting the production of publicity materials, printed and digital
* Assisting with digital media campaigns to raise the profile of the conference and meeting spaces. Check the Social media folder for permissions and upcoming events that need to be added on the website and on Twitter
* Representing The Foundry at exhibitions and events
* In conjunction with the regional manager, develop marketing plan and monitor targets.
* Create and circulate newsletter

Bookings Administration
* Administrating the bookings for meetings and conference rooms, catering and technical equipment
* Managing booking enquiries through phone calls and emails, including web-generated enquiries.
* Responding promptly to enquiries, and advising clients on bookings, including providing quotes
* Setting up new clients on the Booking System, creating new accounts and maintaining up-to-date client information
* Create invoices and credit notes. Keep accurate records of cancellations and additional services.
* Providing Booking acknowledgements for the clients
* Catering to the individual needs of the conference users, including specific equipment and disabled access requirements
* Filing and maintaining a logical system for cross-reference and easy access both on the computer and hard copy
* Liaising with Reception, Facilities and Catering staff for conference requirements
* Liaising with accountancy staff with regard to room bookings
* Managing equipment hire, and ordering extra equipment where required
* Assisting with room setups, PA and AV requirements for conferences and meetings when extra assistance is needed
* Providing information/documentation for some clients when required, for SJHR Centre to be set up as a 'new supplier' on the client's system, to enable all future payments to be made.

Staff Management
* Line management of the building's receptionists, supervise, motivate and monitor the performance of these staff, including regular supervision meetings, managing sick days and holidays.
* Manage staff cover for evening and weekend events, A/L and sick leave
* Manage zero hours Reception staff, arrange training and induction
* Manage payroll/overtime for zero-hours staff, including zero-hour FSA

Other responsibilities include
* Helping to establish and maintain excellent communication with tenant organisations
* Covering for other members of the team when they are attending training, on holiday, etc, including cover for the Centre Manager
* Dealing with emergencies when they arise
* Attending regular Team and Tenant meetings, and taking minutes
* Working to improve the company's social and environmental objectives
* Other duties as required, in line with the role
* Being a Fire Marshall and assisting with the fire alarm testing on occasion
* Attending company-wide events such as the annual staff conference

Person Specification
The individual we are looking for will need:
* Previous experience in a similar role
* Excellent sales skills
* Have good negotiation skills
* Good IT skills, particularly Microsoft Office software
* Excellent communication skills and experience of communication with different groups of people
* Excellent customer care skills
* The ability to act quickly and effectively using their own initiative
* To be a team player, as well as able to work alone
* Good organisational skills and the ability to prioritise work, multi-task and remain flexible
* To be trustworthy, personable and reliable
* A commitment to provide a good service to our tenants
* To maintain a professional standard of presentation and communication at all times
* Administration experience, preferably with experience of minute taking
* The ability to work under pressure and meet tight deadlines
* A knowledge of marketing

We would also like you to be committed to social and environmental issues and have knowledge of the charity and voluntary sector. Previous experience using social media tools would be desirable.

Click ''Apply'' to be emailed information about how to complete your application.