SALARY: £24,406 per year
MAIN LOCATION: Contact but may be required to work at other venues as required
RESPONSIBLE TO: Commercial Services Manager
RESPONSIBLE FOR: N/A
WORKS WITH: All departments
HOURS: Full Time core days Tuesday - Friday with evening and weekend work where required. At Contact we work a 100:80:100 model. This means you are contracted for 35 hours per week, but work 28 hours per week on average with no reduction in pay.
STATUS: Temporary 3 month contract with possible extension
OVERVIEW OF THE ROLE
At 4 years since Contact reopened its Oxford Road venue following an extensive building transformation, our commercial operation is now support for our core activity.
We have developed an established distinctive events & hires offer, are a part of the corporate hospitality sector and lease office space, as well as hosting conferences and private functions. High volumes of new enquiries for service make the commercial operation a busy and exciting area of work.
We are looking for a driven, organised and resourceful coordinator to assist with event planning & delivery, business development, sales and administrative support so that we may continue to offer exceptional range of commercial services at Contact.
MAIN TASKS
Event Planning & Delivery
* Work with the Commercial Services Manager to progress commercial events from enquiry stage to delivery, providing exceptional client experience throughout
* Be the first point of Contact for client liaison and reply to enquiries in a prompt and constructive manner
* Ensure that events are correctly scheduled on Artifax
* Collaborate cross-departmentally to coordinate event logistics, developing key relationships with the Visitor Experience, Production, Programming and Finance teams, and ensuring necessary staff and resources are allocated
* Work closely with the Catering Operator to ensure all event hospitality requirements are met
* Attend the weekly Operations meeting to provide regular event updates
* Assist with the smooth on-the-day delivery of events, acting as a contact on site and dealing proactively and creatively with any problems which may arise
Business Development & Sales
* Work with the Commercial Services Manager to identify and develop leads
* Progress the commercial services sales process from enquiry stage through to conversion and contracting, updating the event status on Artifax throughout
* Provide client quotes in accordance with agreed fees and margins to ensure profitability
* Log all enquiries and progress statuses in a sales pipeline
* Maintain and update a current client database on Spektrix
* Attend key networking events with the Commercial Services Manager
* Maintain a close working relationship with the Development team, sharing potential leads and assisting with the delivery of services and events for our corporate partners
* Work with the Marketing & Communications team to develop promotional material and enhance the social media profile of the commercial offer
Administrative Support
* Ensure purchase orders and sales invoices are processed in a timely manner
* Work closely with the Finance team on credit control and reporting
* Ensure that resource inventories are current on Artifax
* Collect and report relevant data in line with company policy
* Update and manage venue listings and directories
* Retail stock control
* Be first point of Contact for hireable office tenants
* Maintain an effective working relationship with Contact’s pool of freelance creatives and consultants
* Provide regular internal updates to staff members regarding the development of the commercial offer
GENERAL
* Undertake any other duties that may reasonably be required in connection with the position
* Keep up to date with developments within the arts and youth culture
* Represent Contact at external events as required
* Establish and maintain good working relationships with all Contact’s partner organisations
* Get involved with creative work being presented by Contact by attending workshops, read-throughs, rehearsals and performances on a regular basis
* Follow Contact’s Health & Safety policy, undertaking duties as required and ensure reasonable care is taken to maintain a healthy and safe place for public and staff
* Actively commit to Contact’s Equal Opportunities policy and Contact’s Safeguarding of Young People policy
* Actively commit to Contact’s anti- racism working practices
* Advise and report regularly on activity as required by the wider Senior Management Team, Board and sub-boards, supplying any data required to meet funder reporting requirements
* Provide mentoring and support to young people and on occasion deliver training/workshops in areas relevant to your job role
* In line with Contact’s governance model, pro-actively engage young people in decision-making through consultations, young people’s panels and other mechanisms relevant to your job role
* Manage all personal data in line with the General Data Protection Regulations, using the Spektrix database as directed
PERSON SPECIFICATION
ESSENTIAL
* Support Contact’s vision and values and the work we do
* Support and commitment to Equal Opportunities, Safeguarding and Anti-Racism practices
* Support commitment for working in a creative organisation focused on young people (aged 13 – 30)
* Proven ability to communicate clearly, both verbally and in writing
* Experience of working in a customer-facing role and an understanding of excellent customer service
* Proven track record of event planning & delivery
* Experience of working in a sales-focussed organisation
* Ability to work well in a team across multiple departments
* Ability to work independently in a fast -paced environment to deadlines with speed and accuracy
* Discretion particularly when handling sensitive or confidential data
* Excellent planning and organisational skills
* Ability to work under pressure with the flexibility to adapt quickly to changing workloads
* Good IT skills, particularly with Microsoft Office
DESIRABLE
* Experience of working in a creative / arts environment
* Experience of working to a budget
* Marketing / copy writing experience
* Experience of using Spektrix and Artifax
* Experience of retail stock control
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