Position: Event Coordinator – Dedicated Client
Reporting to: Team Leader, Events, UK
Position Type: Hybrid (3 days in office, 2 days home)
Reed & Mackay leads the global travel and event management area with extraordinary service and proprietary, client-led technology. Ranked first in the Sunday Times International Fast Track 2020, we are a business that is always looking forwards, while ensuring that we’re everything that our clients need today. In May 2021, we became part of Navan (formerly TripActions), and together we are setting the agenda for the future of business travel.
JOB PURPOSE:
As an Event Coordinator you will primarily provide office-based support to the Reed & Mackay Events Team as
well directly to a newly acquired client. The Event Coordinator will be responsible for administrative tasks and
coordinating all aspects of supplier sourcing, contracting and event planning on their allocated bookings. We
are looking for a talented confidential individual, ideally with experience of working within the corporate events
sector, who can adapt quickly, listen intently, and work equally as hard on their own or as part of the team.
KEY RESPONSIBILITIES:
Client Management
- Work closely with Team Lead and CSM to offer a seamless and professional service to clients
- Endeavour to become a centre of excellence with respect to client satisfaction
- To join and support client meetings as and when required to do so
- Immerse yourself in client brand, culture and code of conduct, understanding their marketplace and competitors
- Attending client events, meetings and site visits as necessary
- Support the operational rollout of client into new markets as required
Event Process & Logistics
- To understand, qualify and accurately detail the clients brief obtaining any missing information
- To ensure all incoming calls and written communication are actioned promptly, efficiently and dealt with in an appropriate manner responding to the business and client needs
- Conduct RFP process to relevant suppliers, adhering to applicable preferred partner programmes
- Co-ordination of site visits as requested
- Conduct the registration process for delegates attending trade shows, exhibitions, conferences and industry event attendance
- Manage group accommodation and upload rooming lists to the designated portal
- Provide general event services support for groups of 10 or more attendees, including:
o Ground transportation coordination
o Activity planning and social activities
o Booking speakers and entertainers
o Organising dinners, food and beverage services, and corporate hospitality (e.g., sports tickets)
o Swag, merchandise, and gift procurement - Escalate the remediation and mitigation of any failures by suppliers who have failed to provide services as requested and contracted to Event Manager and/or Team Lead
- General administrative support
- Support other team members and teams as necessary to meet event requirements
- Complies with M&E technology usage as required
Financial & Contract Management
- Ownership of raising virtual credit cards for third party supplier payments
- Financial accountability for events including adherence to standard or client deposit terms, terms and conditions of client contract, and billing guidelines
- Negotiate contracts with event suppliers, including rates, added value/concessions, cancellation policies, attrition clauses, and other required terms required as part of the client’s event riders, escalating to Legal Team(s) where appropriate
- Responsible for accurate completion of Event Order Forms on a per project basis
- Monitor contract time frames and penalties to ensure compliance
- To maximise all income opportunities and to be actively aware of commission rates, preferred partners securing and negotiating enhanced levels and cost saving opportunities wherever possible
General/Team
- Ensuring strict adherence to client SLA’s
- To participate in training and educational sessions, continually improving product knowledge through targeted activities, industry-related courses and attendance of familiarisation trips and site visits
- Support critical business continuity plans
- Providing Out of Hours support as necessary
- Support the team on additional client enquiries and workloads as necessary
- To undertake any other duties or responsibilities that may reasonably be expected within the terms of the role as assigned by your Team Leader or Head of Meetings & Events
- Full compliance of company policies and procedures and adherence to departmental processes
WHAT WE’RE LOOKING FOR:
- Recent event planning / venue sourcing experience in meetings, group accommodation, trade shows
- Basic understanding of corporate hospitality, sponsorship, entertainment planning and industry best practices
- Basic awareness of UK and overseas suppliers, product offering and destinations
- Positive people skills – ability to develop and maintain relationships with colleagues, clients and suppliers alike
- Ability to remain objective, open-minded and receptive to change
- Good attention to detail
- Basic negotiation skills with a willingness to develop
- Ability to be organised, setting priorities and multitasking
- Ability to work as a team player
- Ability to remain calm in stressful fast-paced situations
- Self-motivated, volunteering for additional responsibilities when workload allows
- A quick learner who can pick things up quickly and clarify instructions if unclear
- Good knowledge of Microsoft Office products and venue find software (Cvent)
- Financial management: ensuring accurate payments and invoicing
- Basic confidence with third party supplier contracting and willingness to learn
- Effective communication in English
- Additional languages preferred but not essential – ideally German, Spanish, French
WORK ENVIRONMENT:
This role does not require travel to event locations, however, may require flexibility to work outside regular business hours during event execution
