Boxes Planning Co-ordinator

Job Introduction

Sodexo Live have an exceptional opportunity for a Boxes Planning Co-ordinator to join our first class team at Ascot Racecourse!

You will be working as part of the team at the iconic Ascot Racecourse where we are committed to providing our guests with an outstanding experience whether they come to race, hold a business meeting, or host a private dinner at our world-class venue.

You will take ownership of the needs of our clients who have booked boxes and provide and deliver a seamless service based on our client requests. You will work on a daily basis to process the boxes orders, ensuring the delivery of the brand values and the standard of excellence expected by our clients. You will be responsible for the delivery of an incomparable service to clients who expect only the best!

We’re experience makers.and food fanatics. Our experiences are unique, and so are our people. Bring personality, your background and your desire for delighting 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.

Role Responsibility

You will:

• Co-ordinate the internal administration for all Annual Box Holders, Sublet Clients, At Cost box bookings and Sponsors’ hospitality requirements.
• Provide an effective and seamless liaison between the clients’ requests, the sales team, logistics and all   operational departments. Working on a daily basis to process the boxes orders and add them to the boxes summary.
• Ensure that the Operational teams are informed of what is happening at all times, provide the Floor Managers all information they require to provide a first class service.
• Provide administrative cover for race day boxes. Answering the boxes telephone line, taking and processing all bookings and keeping on top of all boxes enquiries both over the phone and via email.
• Ensure that all the processes are correctly in place for each event so that each client is correctly invoiced and that every sale is captured.
• Support the planning team and undertaking any reasonable requests made by the Head of Planning, Boxes Planning Manager and the Boxes Operations Manager
• Build strong working relationships with the kitchen team, operations, staffing, sales, accounts, cellar and logistics teams to ensure requirements are communicated and updated as necessary in a timely manner
• Liaise with the kitchen, operations, staffing, sales, accounts, cellar and logistics teams to ensure all requirements are communicated and updated as necessary in a timely manner
• Prepare and complete menu presentation notes in conjunction with the Head Chef for Royal Ascot and Ascot race days
• Produce table menus for all boxes at Royal Ascot and on Ascot Race days
• Ensure that all equipment, flowers, guest service requirements etc. are ordered in a timely manner and in place at the correct time

The Ideal Candidate

You will have excellent administrations skills and be self-motivated with excellent customer service and communications skills.

You will also:

• Have good knowledge of Microsoft Office specifically Outlook, Word, Excel, Powerpoint and Publisher
• Have a flexible approach to working hours especially on race days
• Have the ability to demonstrate organisational skills and attention to detail
• Have the ability to manage multiple tasks and prioritise information in an extremely busy environment
• Have attention to detail is key as well as being able to follow a process
• Be able to manage your time efficiently as every aspect of the job is time sensitive

Package Description

For your hard work and dedication you will be rewarded with a salary of up to £28,000 plus excellent benefits.

About the Company

In the UK and Ireland, Sodexo employs around 30,000 people, and partners with clients in many sectors across business and industry; schools and universities; sports and leisure; energy and resources; government and agencies; healthcare; justice and defence.

Sodexo’s connected; people-centric approach brings together a diverse range of expertise. The breadth of services it offers ranges from food and hospitality; cleaning; reception; concierge (Circles); security; property management and technical services through to data driven workplace strategy and design (Wx); employee engagement and recognition services (Sodexo Engage) and personal home services through Prestige Nursing + Care and the Good Care Group.

Vital Spaces is Sodexo’s value proposition that puts people at the heart of everything we do, bringing together services and solutions and focusing on the productivity and wellbeing of people wherever they are.

Sodexo is committed to being an inclusive employer; we welcome and encourage applications from people with a diverse variety of experiences, backgrounds and identities.

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process