Events Planning Coordinator

Job Introduction

Sodexo Live have a fantastic opportunity for an Events Planning Coordinator 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 and we are looking for a hard working and driven individual to become part of our team!

This is an exciting, varied position and you will play a key role in the success of our prestigious venue by organising and co-ordinating  a wide range of events.  You will be responsible for event itineraries, catering and AV requirements and ensuring the client’s full requirements are delivered.

When you join Sodexo Live! you truly belong, you will have the opportunity to thrive with career and learning opportunities available across the organisation - we cant wait for you to join us!

Role Responsibility

You will establish strong working relationships with all department heads and external clients through open and uplifting communication, and make sure that every internal or external inquiry is handled quickly, efficiently, and professionally and all events are organised and carried out to the high standards that our client expects.

You will:

• Be accountable for all administrative procedures: owning the delivery of events, communicating timelines and managing the delivery of event details
• Be responsible for helping to take briefs from clients and assist them in the planning process from client brief to event
• To continue to forge a positive and proactive relationship with internal third-party stakeholders (Ascot Racecourse, Operations, Facilities, Logistics)
• Ensure that all the processes are in place for each event, so that each client is correctly invoiced and that every sale is captured
• Act as the interface between the Ascot Racecourse Sales team, guests and operational departments
• Build strong working relationships with kitchen, cellar, events and logistics teams to ensure requirements are communicated and updated as necessary in a timely manner
• Produce full, neat and accurate function sheets to the set deadline, confirming the full picture and all event details; ensuring that all information is imparted and available to the 1711 Operational Team
• Design and produce event collateral (signage, floor plans, menus, table plans etc)
• Ensure that Health and Safety regulations and safe working practices are adhered to in accordance with current legislation – linking in with the onsite Health and Safety contacts
• Post event – taking overall responsibility for collating delegate feedback, final delegate communication and event invoice reconciliation 

The Ideal Candidate

• Committed to deliver against the core values: elegant, original and uplifting
• Excellent customer service skills and professional approach
• Motivated and adaptable, confidently able to manage workload and different tasks simultaneously
• Ability to remain calm and work under pressure in a fast-paced environment
• Excellent written and verbal communication skills
• Knowledge of Microsoft Office specifically Outlook, Word, Excel, PowerPoint and Publisher
• Ability to demonstrate strong organisational skills and attention to detail
• Ability to manage multiple tasks and prioritise information in an extremely busy environment
• A flexible approach to working hours and days
• A positive, enthusiastic attitude and the willingness to support colleagues
• Adaptability and resilience

Package Description

In return for your commitment and hard work, you will be rewarded with an attractive salary, plus access to our extensive benefits package, which includes:

• Contributory pension scheme of up to 6%
• 20 days holiday (FTE) – plus bank holidays – rising to 23 days after 3 years
• A buy and sell holiday scheme of up to 3 days (FTE)
• Volunteering days via our charity partner STOP HUNGER
• Numerous voluntary benefits, including dental care, gym discounts, retail / hospitality, and many more

We're all about building a workplace for the future, we believe in equal opportunities, and we celebrate diversity. We’re an inclusive workplace, where everyone is welcome, everyone can be natural, and be the best versions of themselves. We recognise that we’re on a journey with regards to diversity and inclusion and would therefore welcome applications for candidates from underrepresented backgrounds.

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