Commercial Events Coordinator - Southbank Centre

This is an exciting time to join the Commercial Events team at Southbank Centre, with the recent reopening of the Hayward Gallery, Queen Elizabeth Hall and Purcell Room we expanding the Commercial Events team. The Commercial Events team manages all aspects of commercial hire and onsite catering at Southbank Centre, spanning external and internal spaces including brand activations, award ceremonies, private views and filming and photography.

Job Objectives

To coordinate processes to enable the Commercial Events team to run smoothly including:

• The contracting process, ensuring contracts are produced, issued, signed and logged and requests for amends are dealt with

• Manage all invoicing including but not limited to events and catering commission

• Ensure the team’s diaries and schedules are coordinated efficiently

• Produce regular and ad hoc reports to support the team to meet its income targets

• Support the Head of Commercial Events with relationship management with Company of Cooks and other external partners

• Support the sales team with enquires for events and filming and photography

• Provide administrative support to the Head of Commercial Events and team as required.

Main Responsibilities

• To coordinate the contracting process for Commercial Events, producing and issuing client contracts in accordance with event requirements.  To liaise with the sales team, event lead and Head of Commercial Events to ensure requirements are documented and requests for amends and bespoke requirements are dealt with.

• To produce reports on sales and commercial activity for both events and Company of Cooks.  To include regular weekly reports and ad hoc reports as required.

• To support the Head of Commercial Events with the relationship management of Company of Cooks, answering queries and flagging issues to the Head of Commercial Events.  To arrange regular and ad hoc meetings with the Company of Cooks team and to support the Head of Commercial Events on walk-arounds and other relationship management activities.

• To generate, check and send out client invoices in accordance with contracts and booking details.  To liaise with finance to ensure that invoices are paid promptly and to liaise with the sales team to ensure that debtors cannot re-book until their debts are settled.

• To manage all elements of commission invoicing with the Production team and catering companies, plus any ad hoc deals as required.

• To coordinate diaries across the Commercial Events team, liaising with the Commercial Events Manager and Commercial Events Sales Manager to ensure that event and site visit activities are coordinated and event allocations are as efficient as possible.  To keep track of TOIL accrual across the team and highlight any issues to the Commercial Events Manager.

• To provide support to the Head of Commercial Events on managing their diary as required.

• To co-ordinate the department’s team meetings, producing the agenda, minuting meetings and ensuring actions are followed up on.

• To minute meetings with clients/external partners as required.

• To provide cover for the sales team, assisting with enquiries, site visits, cultivation events, networking and trade shows as required.

• To monitor the Level 6 pavilion spaces, ensuring they are fit for site visit and events. To coordinate any required maintenance with Facilities or Production teams.

• To support the Commercial Events Manager with tenders, compiling budgets and documentation and co-ordinating timescales and meetings.

• To manage projects in the Commercial Events team as required.

• To maintain records for current approved suppliers, making this available as needed.

• To keep electronic and paper files in good order, including archiving when appropriate.

• To undertake research for the Head of Commercial Events as required, for example into new commercial possibilities

• To support with internal events as required

• To work flexible hours as and when required

• To perform any other duties as requested by the Head of Commercial Events or Commercial Events Manager.

We are looking for someone who:

• Has demonstrable experience of supporting an operational team and streamlining and coordinating processes;

• Has demonstrable experience of coordinating diaries across a team to ensure the most efficient use of time;

• Has experience of producing, amending and issuing contracts;

• Has experience of producing reports;

• Is able to demonstrate the ability to make decisions and to know when decisions need to be referred;

• Has excellent organisational and time management skills;

• Is a confident communicator both verbally and in writing who is able to foster good relationships with external stakeholders;

• Has excellent IT skills, particularly MS Office and Google Mail and Google Drive, and a high level of keyboard skills, including accuracy and presentation;

• Has experience of supporting a team to manage external relationships;

• Has a friendly manner and understanding of the importance of good customer service;

• Has experience of minuting meetings and meeting management;

• Has a proven ability to use own initiative;

• Is able to stay calm under pressure;

• Has experience of developing and maintaining an effective office management and filing system;

• Has demonstrable experience of managing a complex workload while balancing priorities;

• Has strong numerical skills and an understanding of working within budgets;

• Is able to demonstrate an understanding of and commitment to the role that diversity and inclusion play in the activities of the Southbank Centre as a whole and in the work of this particular job.