Events and lettings Coordinator – Job Description
AccessEA is seeking to recruit a resourceful, motivated, and ambitious Sales and Events Coordinator who will be a key member of commercial team during an exciting period of growth and development.
As Sales and Events Coordinator, you will be tasked with taking all the best things about the Academy - the historic spaces, fantastic facilities, wonderful grounds, and knowledgeable people - and make them work for our community.
You will hold responsibility for effectively managing and facilitating all event types, from Weddings, Socials, conferences, and dinners, managing the process from enquiry through to delivery in accordance with the client’s requirements, ensuring we always offer the highest standard of customer care, while exceeding financial goals and customer expectations. You will be responsible for all aspects of the customer journey from the point of enquiry through to the event day, providing a high quality, bespoke event planning service to every client.
The successful applicant will be based at our offices within the Arboretum site, however regular meetings, site visits and events will take place at Henderson Row, therefore own mode of transport is preferred.
Due to the nature of the role, some weekend working will be required plus some weekday evenings.
AccessEA – The Edinburgh Academy Trading Company Ltd.
Edinburgh Academy is a unique venue available to hire within Edinburgh’s new town area. Our strategy is to build a bridge between the Academy family and the wider community, and we require an energetic lettings and events coordinator to join our team to help support this period of growth.
The EA Trading Company Ltd. currently has three divisions, one overseeing all lets and utilisation of facilities within our Arboretum Road Sports Hub, the second dealing with all external education needs and the third dealing with all commercial activities associated with letting the facilities and management of events, in addition to selling our advertising spaces.
AccessEA presents a varied programme of commercial activity when school is not in session, particularly during the summer months when it is the chosen location for summer activity camps, international language schools, and increasingly popular as a wedding venue and unique location for film, photography, and corporate events alike.
We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent.
The position is available from June 2024, subject to satisfactory checks with previous employers and Disclosure Scotland. Candidates must have the right to work in the UK to apply for this role.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Package DescriptionThe school prides itself on its warm and welcoming community, inclusive of all staff. Our teaching staff work alongside the operational teams to ensure the smooth running of the school. We value the contribution of all team members.
Through involvement in the co-curricular programme all those who work with us can bring their passions to work. Developing our talent is important to us. Access to training and professional development is available and encouraged.
Our reward package includes:
Generous pension (11% employer contribution)
Free access to on-site gym
Employee Assistance Programme
Employee Benefits Programme including discounts to several major retailers, holiday, electric car, and cycle to work schemes, as well as health and well-being option
Fee discount
A three-course lunch is provided during term time
Main Responsibilities
Efficiently manage enquiries made by phone, email or in person. Respond quickly to enquiries received from web brokers and agents
Complete financial costing for each event & develop proposals based on the brief given by the salesperson or client. Seeking further information where the clients brief is limited
Ensured all proposals are the most up to date & accurate for venue/market specific formats
Thorough diligence and creative planning, ensuring that all events are designed and delivered to the highest standard and therefore exceed the client’s expectation
Plan all events, ensuring all details are captured in the confirmed Event Schedule & status of each event is processed through the Internal CRM system, ensuring all Information relating to the booking and corresponding client interaction is recorded
Plan, organise and coordinate the assigned events, to include all food and beverage, meeting room set up, recreational activities and to ensure proper billing is maintained
Host client site visits and menu tastings to successfully covert wedding and event enquiries
To establish productive relationships with all internal and external stakeholders through the planning and implementation of stages
Guide clients by making creative suggestions regarding all aspects of event to ensure all guests’ expectations are met and profitable margins are in place
Maintain appropriate venue diaries and booking records within the company booking systems
Issue final event orders, and provide internal departments with thorough information on all events to ensure elevated levels of service and client satisfaction
Consistently perform standards of service, interact with guests/clients and all Edinburgh Academy employees in a professional, gracious, and friendly manner
Maintain excellent relationships with catering partners ensuring the food provided at events is always correct, presented well and of the highest standard
Meet and greet clients and suppliers and ensure the smooth running of events on the day
Prepare pre-event checklists, function close checklist, gather event risk assessments and prepare all paperwork relevant to the event
After the conclusion of an event, to work with the finance department to guarantee a detailed and complete final bill is sent to the client and payment is received timeously. Post event review to confirm that all billing was done in accordance with actual requirements
Conduct client feedback surveys post event, evaluate and feedback internally to facilitate development
Attend networking events and participate in events to promote AccessEA
Assist with local marketing campaigns and work alongside the strategic marketing and communications team, taking direction on tasks that may require additional resource
Always adhere to legal and company policies Including Health and Safety and Fire regulations
Maintain accurate costings for each event during the planning process, ensuring each job is costed to deliver or exceed the set margin
Deliver commercial revenue target as agreed, Input of financial data to budget reports
Provide weekly reporting on forecasted margin. Lead on approved supplier strategy and contractors to ensure continuity and best value of deliverables
Plan & deliver open days, evenings and tasting events & maximize the opportunity to achieve additional revenue opportunities
Support the Commercial Director and Marketing and Communications Manager to conduct an annual review of sector package propositions to ensure they are still relevant to the market segment and meets the margin requirement for the business
Working with Marketing team to contribute towards the marketing strategy as well as ensuring all marketing collateral requirements are kept up-to-date and relevant. This will include updates to website and contribution to social media
While these are the key responsibilities of the role, this is not necessarily an exhaustive list and other duties may be required to ensure the smooth running of events in Edinburgh Academy facilities.
The Ideal CandidateGeneral
Exceptionally organised, well planned and have an extreme attention to detail with accurate spelling and grammar, with an elevated level of tact and diplomacy
Flexible and able to work in non-business hours for client meetings & sales open days
Have a commitment to delivering a creative, resourceful, and intuitive planning service to all clients
Ability to prioritise and multitask
Well-presented and professional
Ability to focus attention on client needs, always remaining calm and courteous, ability to make decisions using initiative
Committed to excellence in all client management and relationship management
Friendly and sociable, comfortable in a customer facing role (be it in person or digitally)
Working five days out of seven with occasional evening and weekend work required
Must be eligible to work in the UK
Driver’s license and own mode of transport preferred
Proven Experience
Previous experience in a similar role preferred
Have a wealth of experience in the event industry in Scotland and a proven record for achieving elevated levels of client satisfaction
Keen eye for detail and creative flair
Strong interpersonal and problem-solving abilities
Strong ability to multi-task and meet deadlines in a demanding environment
Highly responsible & dependable
Knowledge, Skills, and abilities
Excellent organisational, time management and administrative skills
Strong IT skills – including Microsoft Excel, Word and PowerPoint and CRM Systems, in addition to being competent in all social media channels
Methodical planning ability
Knowledge and understanding of working with brand standards and linking to overall business strategy
University/College degree in related discipline preferred
Your team - working environment:
Working with a busy office environment, linking in with both internal and external stakeholders daily
Be a great collaborator, good communicator and have a cheerful outlook to managing challenging situations
Cheerful outlook and supportive, team-based approach towards the attainment of the Company’s short and long-term
