Hospitality Planning Assistant

Job Introduction

• Working with the Senior Hospitality and Event Planner co-ordinating the internal administration for all sponsors’ and hospitality requirements
• To provide an effective and seamless liaison between the clients’ requests and the sales, logistics and all operational departments
• Provide administrative cover for raceday hospitality, Boxes and assist with non raceday internal meeting bookings and answering the restaurant booking line to take bookings and keeping on top of all restaurant enquiries.

Role Responsibility

• To ensure that all information received directly from a client, ARL (Ascor Racecourse Ltd) or the sales department is managed correctly through the system
• To handle telephone enquiries with the rest of the planning team and ensure all queries are dealt with quickly and efficiently, this will include answering the restaurant booking line
• To support the commercial department in the production of invoices post race day for sponsors, ARL and box holders
• To liaise with the kitchen and cellar team to ensure all client requirements are communicated and updated as necessary, and help produce briefing packs
• To ensure a PCI/function sheet is produced and approved by each sponsor for each race day, liaising with the Senior Hospitality and Events Planner
• To ensure menus, wine lists and tariffs are produced for all racedays including Royal Ascot
• To assist the Senior Hospitality and Events Planner to produce briefing packs for each hospitality manager
• Compile and maintain departmental information folders
• Administration and office duties working with the Planning Team

The Ideal Candidate

The ideal candidate for this role will:

• An excellent working relationship with good two way communication is in place with all departments
• Ensure every enquiry is handled quickly, efficiently and professionally to both internal and external clients.
• Ensure the 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
• Create A signed PCI/Function Sheet is on file for each sponsor on every race day confirming their requirements and charges

Package Description

Sodexo Prestige provide catering services to some of the most prestigious venues and events across the UK. We are searching for an experienced, motivated, enthusiastic and hard working Hospitality Planning Assistant to work with a small team at Ascot Racecourse.

About the Company

Sodexo and our clients are committed to safeguarding and promoting the welfare of children, young persons and vulnerable adults. Certain roles will require applicants to undergo screening appropriate to the post, including checks with past employers and the Criminal Records Bureau (UK) and/ or Disclosure Scotland (Scotland).   In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,300 locations in the corporate, healthcare, education, leisure, defence and justice sectors.   With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.