Events Co-ordinator

Birmingham, West Midlands
£21,656 (Officer Grade2)
04 Oct 2016
01 Nov 2016
Contract Type
Full Time

Job Title: Events Co-ordinator

Department: Business Development 

Who you report to: Sales Manager

Who reports to you: NA

Salary: £21,656 (Officer Grade2)

Probation Period: 3 months

Holiday entitlement: 20 rising to 25 days + public holidays 




The Events Co-ordinator works to support the delivery of the commercial events targets for the company.


The aim of your job is:



  • To provide excellent customer service to customers and visitors to The REP
  • To ensure the safety, comfort and wellbeing of customers and staff at all times
  • To support delivery of The REP’s business plan
  • To identify and target new sources of income for The REP
  • To contribute to the delivery of the annual commercial events income target
  • To service the needs of all clients, members, sponsors and major donors of The REP


What your main duties cover: 





  • Take speculative enquiries, provide show-rounds, organise show-cases
  • Process and record all events requirements: rooms, catering, equipment, decoration etc
  • Provide accurate prices to the client based on their specific requirements
  • Ensure that all departments have appropriate and complete function sheets for their daily function meetings
  • Ensure all functions are carried out in accordance with agreed standards 
  • Organise and plan the successful operation of the conference, banqueting and events schedule





  • Develop and maintain filing, archive and other administrative systems 
  • Process and record all function sheets and contracts
  • Maintain the business development CRM database  
  • Maintain and develop the event database (Artifax)
  • Manage the enquiries log and ensure the ‘business on the books’ spreadsheet is kept up to date
  • Maintain and update the business development area of the website & associated websites
  • Provide accurate costing and charging information to the Events Finance Administrator Monday, 19 September 2016




  • Support the Sales Manger in sourcing and contracting new business
  • Attend business networking events to develop new leads
  • Plan and co-ordinate all marketing communciations with potential clients
  • Identify new client targets, plan and co-ordinate supporting communications and events
  • Organise and promote Celebration, Wedding, Party and other packages



Customer Service


  • Support the planning and organisation of all events 
  • Liaise closely with events team to ensure the smooth delivery of events
  • Maintain good working relationships with all clients
  • Monitor and respond to client feedback 





  • Maintain a high standard of appearance when working with the public
  • Work closely with all REP staff to ensure excellent customer service
  • Liaise with relevant Library of Birmingham staff as and when necessary
  • Support and promote all company policy, with specific attention to Equality & Diversity,

Customer Care, Health & Safety and Data Protection


  • Ensure a safe working environment is maintained at all times with particular regard to the health, safety and welfare of customers, visitors, staff and yourself
  • Support the organisation and its staff through the effective use of the performance management system
  • Any other reasonable duties required to ensure the smooth running of the business development department




Previous Experience:



  • Experience of working in a hospitality environment is essential
  • Experience of negotiating and selling is essential, with a minimum of 2 years experience in a commercial sales environment
  • Experience of working in a producing theatre or similar charitable environment is desirable
  • Experience of CRM systems and Artifax is desirable


Essential Skills



  • Computer literacy and competence in drafting a range of documents is essential
  • A good telephone manner and confidence in client facing environments in essential
  • Excellent customer service skills are essential
  • Takes the initiative and has commercial acumen
  • Diplomacy, communication skills and good presentation are all essential




Personal attitudes:



  • Positive, proactive, self motivated and flexible approach
  • Genuine interest in the Arts 
  • Able to manage time effectively 

Monday, 19 September 2016

  • Ability to cope with physically demanding work
  • Be a logical and effective problem solver and decision maker
  • Able to carry out work under pressure and maintain good humour and diplomacy
  • A willingness to work evenings  and at weekends when necessary
  • A desire to learn and develop
  • Be able to show initiative and resilience when dealing with change







The REP uses a competency framework to describe the abilities and personal attributes that are displayed by people who are successful in this particular position.  We use the framework during selection, performance appraisals and change management processes.



  • Achieving Results – actively contributes to organisational success at various levels
  • Business Focus – ensures all actions support organisational aims and objectives
  • Communication – ensures good flow of relevant information to create mutual understanding
  • Customer Orientation – positively influences customer opinions and behaviours
  • Meeting Deadlines – plans thoroughly in order to achieve and deliver to others
  • Planning and Organising – plans, schedules and prioritises tasks to deliver a programme
  • Team working – works collaboratively with others to achieve common goals
  • Safety Orientation – actively considers the safety and wellbeing of self, customers and staff