Sodexo Live! has an amazing opportunity for a Boxes Admin Co-ordinator to join our team at Ascot Racecourse.We are committed to providing our guests with an outstanding experience hosting one of the world's most prestigious race meetings, Royal Ascot, as well as 21 race days each year and the administration planning of our boxes is a crucial part of our service.You will be responsible for working with the Boxes Admin Planning Manager and the other Boxes Co-ordinators to organise all administration for the Annual Boxholders and staff bookings.Above all, you will promote Ascot Racecourse ensuring that the venue is considered the place to be seen.We’re experienced makers and food fanatics. Our experiences are unique, and so are our people. Bring personality, your background, and your desire to delight others. In return, we’ll give you all you need to thrive, because at Sodexo Live! we’re so much more. Be part of something greater.MAIN RESPONSIBILITIESTo ensure that all information received directly from an external client or ARL (Ascot Racecourse Ltd) is managed correctly through the systemTo handle all telephone enquiries with the rest of the planning team and ensure all queries are dealt with quickly and efficientlyTo liaise with the kitchen, operations, staffing, sales, accounts, cellar and logistics teams to ensure all requirements are communicated and updated as necessary on timeProcessing boxes order forms liaising with the ARL Accounts departmentTo do a call around of all annual boxholders that we haven’t received orders from before each race dayTo ensure the Boxes database is updated and compile/maintain departmental information foldersTo support the commercial department in the production of invoices post-race dayPrepare and complete menu presentation notes in conjunction with the Head Chef for Royal Ascot and Ascot race days along with any financial information and relevant data analysisProducing table menus for all boxes at Royal Ascot and on Ascot Race daysTo produce paperwork for each floor manager on a race dayAdministration and office duties working with the planning teamCommunicate with the Head of Planning, the Boxes Admin Planning Manager, and the Boxes Operations ManagerTo undertake any reasonable requests made by the Head of Planning and Boxes Planning ManagerHelp to organise the Annual Boxholders showcase event and attend to meet box holdersAttend regular meetings with the ARL Annual Boxes sales team and nurture excellent working relationships with good two way communication is in place with all departments and external clientsEnsure every inquiry is handled quickly, efficiently, and professionally to both internal and external clientsThe correct information is distributed to set up teams and race day operational teams to ensure all areas are set correctly and customer’s requirements are met and provide efficient race day supportEnsure invoices are correct and all costs are capturedTHE PERSONThe role requires excellent communication skills, strong interpersonal abilities, and the ability to build strong relationships with internal and external teams. You will have experience in handling time-pressured environments and the ability to manage multiple changes in customer requirements. You will be a strong administrator with excellent MS Office Systems skills. You will have experience working in a customer facing position and be accustomed to motivating your team to deliver the optimum service. You will also be passionate about Service Excellence and have a genuine interest in the hospitality industry.EssentialCommitted to delivering against Ascot Racecourse's core values: elegant, original, and upliftingExceptional attention to detailAbility to communicate effectively across all levelsGood customer service skills, polite telephone manner, excellent written communicationKnowledge of Microsoft Office specifically Outlook, Word, Excel, and PowerpointFlexible approach to working hours especially on race daysAbility to demonstrate organisational skillsAbility to manage multiple tasks and prioritise information in an extremely busy environmentDesirableExperience working within Events/Hospitality industryExperience in customer service or administration lead roleWHAT WE OFFERIn return for your commitment and hard work, you will be rewarded with a competitive salary, plus access to our extensive benefits package, which includes:Contributory pension schemeA buy and sell holiday scheme of up to 3 days (FTE)Volunteering days via our charity partner STOP HUNGERIf you are a highly organised professional with a passion for delivering exceptional customer service, we would love to hear from you.Single description (external)
