Sales and events administration assistant

Location: Burton on Trent

Rate: £

JOB DESCRIPTION

Job Title: Meetings & Events Sales Administration Assistant



Reporting to: Meeting & Events Sales Manager



Direct Reports: None

Purpose of Role:

To coordinate all meeting, events and group booking administration from enquiry through to invoicing and satisfactory completion of the events. Completion of all administration and invoicing procedures.

To ensure all correspondence and information is collated and relating to events is accurate and communicated on time.

40 hours per week over 5 days (this role will include evening and weekend work)

Main purpose of job:

Meeting and Events Sales Administration Assistant plays a key sales and administrative role in supporting the sales team and providing an important link between the salesperson and the client. Reporting to the Meeting and Events Sales Manager, the position will be working in a challenging and competitive environment.

Specific responsibilities include but not limited to meeting and greeting clients within the meetings and events business, assisting with enquiries, creating contracts, booking bedrooms and events into Resorts suite booking system, dealing with invoices. You will use email, telephone and Microsoft teams video calling to correspond with clients. You will be the first point of contact for customers, who may need assistance with enquiries, contracted bookings and invoicing.

You will also undertake sales showround and upsell training in order to assist the team with maximising all sales opportunities

Key Responsibilities:




• To support the department in all administration based activities.

• To ensure all bookings on Resort suite are correctly inputted and set up correctly for invoicing or check out.

• To ensure all written correspondence and telephone calls are within company standards

• To support the team with familiarisation visits to the hotel handling all areas of administration and attending as and when requested

• To assist the team with events ensuring all confirmed bookings are contracted with relevant terms and conditions issued to all clients, gain credit clearance and/or receive deposits and pre-payments as necessary in line with company policy.

• Take responsibility for administration of wedding and event bookings

• To be responsible for the customer journey in relation to key dates through the wedding process journey and booking and setting necessary appointments

• Collate accurate details of bookings including client details, invoice back up and purchase order numbers

• To ensure all files and filling system is up to date are updated and sent to the necessary departments as per the SOP.

• Send out credit application forms to each new client and update customer database.

• To ensure all deposits are received prior to the event

• Accurately record all amendments in writing and follow up and back up gained on necessary booking changes.

• Ensure all details have been obtained before function sheet is issued

• Contact client the day before event to confirm all details/numbers and contact following the event for feedback and complete questionnaires

• To support the Christmas sales operation and co-ordination each year, including preparation of mailing list and attending events as and when required

• To answer telephone enquiries in the event of the sales team being unable to take them, recording the information and communicating the information back.

• Assist in coordination of open days, including attendance on the day.

For more information on this role, or any other roles we currently have, please contact us vis:

Tel: 0800 0051455

Mobile/Whatsapp: 07715 641920

You can also find us on Facebook at: Facebook.com/redrcuk

or Instagram: @redrecruitmentconsultants