BCS Booking and Events Manager

BEDFORD COLLEGE SERVICES

JOB DESCRIPTION

Job title: BCSBooking and Events Manager

Reports to: BCS Head of Operations

Overall Responsibilities:

· To undertake administrative activities to facilitate the smooth running of bookings in BCS facilities, and to ensure the perfect delivery of an event for all BCS venues

· To work effectively as a member of the BCS Ltd team to generate, secure and deliver tailored client solutions in line with BCS Ltd values

Main duties:

1. To deal with all customers in a professional and courteous manner including:

· promoting the values of BCS in face to face, telephone and written communications

· securing bookings for all areas of BCS, and booking onto the appropriate system

· liaising with TBGC to make sure rooms are available for the bookings.

· ensuring that all customers queries, requests or concerns are dealt with in a timely and effective manner

· consistently promoting and championing a customer focused philosophy and reflecting the organisations values

· creating event proposals which fit client requirements, and presenting proposals

· to act as Duty Supervisor overseeing the event on the day, welcoming guests, communicating with staff. Including being present for ceremonies

· ensure that all bookings are covered sufficiently by the Events Assistants at all sites where appropriate.

· Invoicing 2 x per month, and emailing the clients their invoices

· Attend bi-weekly debtors’ meetings and inform customers if they cannot use the facility due to non-payment.

· Meet with S&M person to look at ways of promoting the venue hub as a total and TAL

· Contacting existing bookings for hire of 3G and dry hire facilities at TAL and all other venue hub facilities before their contract expire and secure new contract

· Amendments to invoices if appropriate cancellation notice has been given

· Schedules to be sent out on a weekly basis

2. To support the promotion of a range of facilities including:

· maintaining positive relationships with existing clients and cross-selling

· to work closely with Sales and Marketing executive to ensure full range of BCS venues are promoted across range of mediums to maximise income.

· To build, in collaboration with Sales and Marketing, promotional brochures for events such as but not limited to Weddings, parties, Christmas events etc.

3. To plan events in detail to meet and manage client expectations effectively including

· detailed planning with awareness of appropriate insurance and health and safety requirements

· effective liaison with the Head of Operations and Managing Director

· coordinating with the facilities team requirements for car parking, directional signage, access and room set up for all events, clients and their suppliers. Confirming that we have facilities staff for the event

· awareness of premises requirements, opportunities and restrictions.

4. To use appropriate systems and produce a range of reports both routine and occasional as requested by the General Manager including

· client satisfaction reports

· timely recording of planned events and activities

· client conversion rates and analysis of reasons

5. To assist in administration in the following areas:

· Invoicing

· Data entry

· Administration support for reception

6. To deliver excellent customer service to clients and work proactively with managers and teams to ensure high standards of service are achieved.

7. To oversee training of all/any events staff and also sales and marketing staff in all areas so they can competently cover any AL and sickness

8. To undertake any other associated duties as required by the Managing Director

9. Hours and days per week will vary depending on meetings with clients. Travel may also be necessary to other campuses to oversee events.

10. Must hold full UK driving license as travel to other locations within The Bedford College Group will be required on occasion.

11. Carryout feedback calls after events.

12. Work alongside marketing to ensure our presence is advertised and to increase our Event uptake

BEDFORD COLLEGE SERVICES

PERSON SPECIFICATION

Job title: BCSBooking and Events Manager

Qualifications/ Training

Essential

·Experience in Event Management and booking systems will be required.

Experience liaising with a wide range of stakeholders, collating information such as RAMS, Public Liability etc.

Coordinating timings for events with outside suppliers, registrars, events staff, internal bookings.

Notes:

Although mainly office-based Mon-Fri 9am to 5pm a degree of flexibility will be required for weekend/evening events and viewings.

Job Type: Full-time

Pay: Up to £29,000.00 per year

Benefits:

• Company events
• On-site parking

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Bedford: reliably commute or plan to relocate before starting work (required)

Work Location: In person