Corporate Event Sales Coordinator

Job Summary:

Venue: O2 Academy Edinburgh

Company: Academy Music Group

Location: Edinburgh

Reports to: Sales Manager

Working hours: Full-time, permanent

Role

As Event Sales Coordinator, you will work as part of the team handling and responding to all enquiries coming into the venue sales office. You will be required to liaise with customers over the phone, via email and face-to-face, ensuring you fully understand all their requirements and offer them the best options for them and their event needs. The role involves working with new clients, developing existing relationships, ensuring repeat bookings, and maximising bonds between clients and the venue. You will be present during the event itself and ensure client satisfaction is maintained throughout. Working to reach targets you will ensure you are optimising all opportunities to promote the venue in a proactive and professional manner. In addition, the role includes some administration, preparing contracts and invoices, and managing debt through the accounts process.

Our team

The venue sales department is the initial point of contact for all non-music events. The Events Sales Coordinator is an integral role at our prestigious and well-established Edinburgh venue, where our shows and events are as diverse as the individuals within it. We are passionate about delivering the very best program of live entertainment for everyone. The successful candidate will inspire and support our innovative team and contribute to our inclusive culture, where collaboration is at the heart of everything we do, from initial enquiry to event date and after.

About you

• Analytical: excellent time management and organisational skills to prioritise various job demands
• Communicative: excellent telephone manner with the ability to understand and convert client requirements quickly and effectively
• Extroverted: Energetic and highly personable, social, reactive, and creative
• Focused: Ability to undertake the demands of a very active sales office, work under pressure and deliver measurable sales targets
• Responsive: Ability to remain calm and think clearly throughout periods of immense stress

What we need

• A desire to work with, relate to and please a wide variety of personalities
• A multitasker: handling a wide range of tasks, often at the same time, and is willing to easily transition between responsibilities as required
• A good researcher, negotiator, and client focused approach
• A proactive approach to problem-solving and can negotiate solutions
• Flexibility to work irregular hours (weekends/evenings/public holidays)
• A willingness to build positive working relationships

What you’ll be doing

• Respond to every sales enquiry by telephone in the first instance and email proposal after this
• Prepare and manage bespoke proposals, cost calculators, contracts, billing, invoicing, and payment procurement in an organised and timely manner
• Encourage all enquiries to convert to a show-round initially then, followed by way of contract and deposits being paid, convert to confirmation
• Produce reports, including all updated bookings; new enquiries, newly confirmed and regretted business on a weekly basis and present to the Sales Manager as required
• Maintain a live bookings tracker, to include status of all events currently being worked on
• Regularly review upcoming events sheets and have thorough understanding of all requirements on upcoming scheduled events
• Document all final details and related information relevant to the event in client files and function sheets, including but not limited to, final guest count, day-of timeline, menu selections, linens, room layout, vendor information, and special requests
• Once confirmed you will ensure client satisfaction through prompt, professional and hospitable delivery of services. At all stages you will develop and convert additional opportunities to cross-sell and up-sell
• On the day of the event, you will ensure policies are adhered to and that all events run smoothly and efficiently by way of accurate information being transferred to the operations team via Artifax and through your attendance at the event
• Greet guests prior to the start of each event and maintain presence at required events to provide prompt response to any guest needs or requests that may arise
• Inspect event room prior to the start of each event – ensure room setup, signage, menu, etc. conforms to function sheet and always liaise with event manager during the buildup to the event
• Continually observe and assist the operations team and catering management team where necessary during the entire event. Support the event manager in ensuring that all details are performed as per the function sheet

Equal opportunities

We are passionate and committed to our people and go beyond the standard rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and home life. As a growing business, we’ll encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender, race, sexual orientation, religion, age, disability status or caring responsibilities.

Our company

Academy Music Group (AMG) is the UK’s leading owner and operator of live music and entertainment venues with award-winning credentials. Several of our historic theatres are unique institutions of British music and culture and our vision is to inspire artists and audiences by hosting unforgettable live performances. #AMG

AMG is part of Live Nation Entertainment which is the world’s leading live entertainment company comprised of global market leaders: Ticketmaster, Live Nation Concerts, LN Media, and Artist Nation Management.

APPLICATION DEADLINE: Sunday 7th April. We reserve the right to close applications at any time so encourage early application.