Event Operations Co-ordinator
Reporting to: Operations Manager
Location: Office Based - Surrey
The main focus of this role is to work alongside your colleagues and our clients to deliver exceptional events and a great supportive customer journey.
You will achieve this through continued positive customer communication, both verbal and written, along side forming strong supplier relationships to aid in a smooth operational process.
You will be tasked to ensure operational details of our events are planned in advance in an effective and timely manner, booking venues, confirming accommodation and transport arrangements, as well as coordinating logistics of multiple groups. Then you'll be hands on during our events, communicating with customers and the students attending, manging timings, logistics, meals, and problem solving on the ground.
Our events range from UK based Study Experiences, such as Earth Summit, an opportunity to learn about more sustainable living and technology, to large multi group sports tournaments at Disneyland Paris.
Our ideal candidate will possess excellent multitasking abilities and attention to detail. They will take ownership of tasks and have the ability to see the bigger picture and how instrumental the accuracy of individual details they are arranging can be to the successful delivery of a tour or event.
Role - Main Responsibilities
- Managing accommodation allocations, including tracking available beds remaining for the sales team and deadlines for supplier information and option dates
- Creation of tour documentation and supporting literature accurately and to a high standard and within turnaround times
- Liaising with customers in a timely manner, to gather group details, understand their requests and confirm all elements of their booking.
- Liaising with suppliers to source and confirm key tour elements, such as visits and meals, and accurately updating these details in our booking system.
- Maintain accurate booking costings, ensuring all tours are completed within set budgets and client payments are received in the agreed time frames.
- Working with suppliers / colleagues to confirm travel, accommodation, event partners and venues.
- Organise logistics for multiple groups travelling at once.
- Playing a key role in the event delivery on the ground, regularly travelling to our events and working with groups and suppliers face to face.
- Understanding and awareness of NGT's Safety Management System and Health & Safety Rules
- Contribution to identifying improvements to work organisation and procedures etc.
Role - Additional Responsibilities
- After an appropriate qualifying period, you will be required to assist with 24-hour duty officer responsibilities on an occasional basis each year. This requires you to be available during out-of-office hours in order for you to be able to take calls from clients. Full training will be provided.
- Participation in the emergency procedure as required. Full training provided
- Understanding of responsibilities and duties of other departments and the impact on your own.