Weddings & Events Coordinator

The Weddings and Events Coordinator will work as part of a successful wider events team and will focus primarily but not exclusively on developing the University as a wedding venue and generating commercial income. The role requires flexible working hours and combines a strong sales focus with actively seeking out opportunities to promote the University as a wedding/event venue alongside a high degree of stakeholder liaison to ensure a seamless and unforgettable experience for all customers.

1. Generate new sales leads by actively seeking out and implementing promotional activities across a variety of channels and significantly contributing to the creation of engaging content for promotional materials, the University website and social media platforms.

2. Attend industry related events, wedding exhibitions and networking opportunities to showcase the University as a wedding/event venue.

3. Conduct extensive competitor analysis and stay informed about industry trends, identify innovations and best practices and ultimately incorporate new ideas and enhancements to elevate the wedding/event packages on offer.

4. As main contact for wedding enquiries, provide a responsive and customer-focused service, ascertaining customer preferences and requirements, offering advice and guidance and subsequently producing and issuing comprehensive, costed event proposals.

5. Schedule and conduct client site visits in order to convert enquiries into confirmed sales.

6. Create and issue binding contracts between the University and the customer alongside issuing invoices and monitoring payments to formalise the booking.

7. Agree a project timeline for each event and maintain clear and professional communication with clients throughout.

8. Maintain an effective network of service providers and suppliers internally and externally to support delivery of weddings/events and to foster and share best practices.

9. Prepare detailed event schedule in advance and share with all internal stakeholders (e.g. Facilities, Security) to ensure all facilities and services are in place.

10. Collaborate with the Operations team both in advance of and on the day of the event itself to ensure successful delivery and first-class customer service.

11. Seek post-event customer feedback, sharing as appropriate with stakeholders and implementing any innovations and/or improvements.

12. Any other duties that fall within the area of the post as allocated by the line manager following consultation with the post holder.

A1 Scottish Credit and Qualification Framework Level 7 [Advanced Higher / Scottish Vocational Qualification Level 3, Higher National Certificate] or equivalent, and experience of personal development in a similar weddings/event management role.

A2 Working knowledge of bespoke event management databases.

A3 Working knowledge of Microsoft Office applications.

B1 Knowledge of other University software packages (Kinetics, Agresso].

C1 Excellent communication and customer service skills, operating with diplomacy and discretion.
C2 Ability to plan, organise and prioritise effectively, respond to changes in demands and/or pressures, delivering work to very high standard and within deadlines.

C3 Ability to work on own initiative and solve complex issues using own experience and knowledge.
C4 Attention to detail.

C5 Negotiation and persuasion skills (relating to customers, internal partners and external suppliers).
C6 Ability to work both independently and flexibly as part of a high performing team with excellent stakeholder management skills.

C7 Commercial approach, committed to income generation using up-selling to meet departmental targets.

C8 Strong written communication skills.

C9 Excellent numerical skills.

E1 Wedding/event management experience.

E2 Experience of applying judgement, policies and procedures.

E3 Experience of dealing with external agencies and suppliers.

E4 Experience of planning and implementing promotional activities with demonstrable positive impact on sales in an events/wedding venue.

F1 Experience of working in a higher educational environment and knowledge of higher education policies, procedures and systems is desirable.

F2 Experience of conducting risk assessments.

Salary will be Grade 5, £25,138 - £29,605 per annum.

This post is open-ended and full time, working 35 hours p/w, 5 over 7 days.

As part of Team UofG you will be a member of a world changing, inclusive community, which values ambition, excellence, integrity and curiosity.

As a valued member of our team, you can expect:

1 A warm welcoming and engaging organisational culture, where your talents are developed and nurtured, and success is celebrated and shared.

2 An excellent employment package with generous terms and conditions including 41 days of leave for full time staff, pension - pensions handbook https://www.gla.ac.uk/myglasgow/payandpensions/pensions/, benefits and discount packages.

3 A flexible approach to working.

4 A commitment to support your health and wellbeing https://www.gla.ac.uk/myglasgow/staff/healthwellbeing/.

We believe that we can only reach our full potential through the talents of all. Equality, diversity and inclusion are at the heart of our values. Applications are particularly welcome from across our communities and in particular people from the Black, Asian and Minority Ethnic (BAME) community, and other protected characteristics who are under-represented within the University. Read more on how the University promotes and embeds all aspects of equality and diversity within our community https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/.

We endorse the principles of Athena Swan https://www.gla.ac.uk/myglasgow/humanresources/equalitydiversity/athenaswan/ and hold bronze, silver and gold awards across the University.

We are investing in our organisation, and we will invest in you too. Please visit our website https://www.gla.ac.uk/explore/jobs/ for more information.