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Bacardi

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Events Coordinator, Bombay Sapphire Distillery

Job Name

Events Coordinator, Bombay Sapphire Distillery

Country:

United Kingdom

City:

Whitchurch, Hampshire

Function:

Marketing - Communication - PR

Reporting Line:

Events Manager

Job type:

Full time

Lead recruiter:

Kelly Scarfe

About the role

Your Opportunity

The Events Co-Ordinator is an integral part of the Events Team.

Key focus of this role is the  coordination of a full range of ad-hoc and scheduled events within a customer facing and retail business. This will include working with our Business Partners to push sales of events, building into the Sales Strategy with the Events Manager, following up on leads and actively selling the Distillery as well as assisting in the development of our Seasonal Events Calendar.

You will also work with the Duty Manager Team to help deliver the Operational side of all Events. This will include flexible working over weekends and evenings.

About You

You will be passionate about delivering exceptional customer service. You will be a team player who can adapt your way of working depending on the visitor requirements. You should have exceptional organizational and sales skills that allow you to share your passion for our product with all our consumers.

Responsibilities

With our Consumer at the heart, your key focus will be:

Event Coordination
  • Working with the Events Manager to advise clients and facilitate events in accordance with Bombay Sapphire brand principles.
  • Coordination of a full range of ad-hoc and scheduled events at the Bombay Sapphire Distillery from concept to completion.
  • Monitoring and working within client event budgets once initial event booking budget has been finalized.
  • Liaise with management, Visitor Centre, and Operations team to ensure seamless event coordination of both scheduled and ad-hoc events.
  • Ensure effective staffing of events utilizing the experience staff and agency staff where necessary.
  • Responding to general or specific enquiries in an efficient, timely and appropriate manner.
  • Sourcing and contracting of event agencies and ad-hoc contractors.
  • Resolving issues, problems or complaints from the client or their guests in line with policy and in a calm and positive manner.
  • Ensuring that setup of chairs, tables, stages, decorations, or other equipment is in accordance with client requirements and with safety standards and regulations.
  • Working with catering partners to ensure quality of food, drink, and service in accordance with Bombay Sapphire brand guidelines and event terms.
  • Supervision of each event or ensuring that events are supervised in your absence.
  • Ensure calendar invites are sent to everyone required for an event.
  • Book and liaise with external suppliers, communicating any special requirements.
  • Ensure that we have all correct documentation from external suppliers including risk assessments and method statements in advance of all events.
  • Ensure that all necessary permits to work are organized in advance of all events.
  • Ensure all Event Suppliers have completed a site induction prior to starting work on site.
  • Ensure all food hygiene and HACCP compliance is maintained and adhered to both from Internal and External Catering.
  • Compile and send confirmation packs to clients. This will include itineraries and details of our T&Cs (including Social Responsibility, Noise Management and Terms of Hire)
  • To provide detailed event brief in advance of every event. This will include guidance on room layouts, menus, drink options, timings, room set up, entertainment, AV, staffing requirements, additional stock, and any other details necessary to arrange events.
  • Create a running order and checklist for larger events.
  • Greeting guests on arrival and ensuring any last-minute changes are communicated appropriately.
  • Monitoring service levels/quality standards of all external staff, catering, and equipment as well as Bombay Sapphire Distillery employees to ensure level of service matches the brand.
  • Feedback on levels of service as appropriate both internally and externally.
  • Managing events inventory with Internal Events Coordinator.
Sales
  • Assisting in the development of new event ideas and formats.
  • Assisting Sales & Marketing Manager with ad-hoc event sales work.
  • Creation of associated promotional and event marketing material where appropriate.
  • Building into the sales strategy with the Events Manager and Marketing Manager
  • Following up on leads and actively selling the Distillery as a Venue. Maintaining an excellent conversion rating and seeking ways to improve this.
Administration
  • Creating accounts and updating event management software/CRM, ensuring information is up to date and there is obvious business continuity.
  • Working with the Internal Events Coordinator to organize the calendar for all event spaces.
  • Cost-management with client and payment processing in conjunction with the Administrator.
  • Input and update event information and produce event reports through management software system
  • Input into quarterly meetings as requested by the General Manager or Events Manager
  • Distribute, feed into, and monitor feedback system for all events.
  • Write a follow-up document analyzing the event and noting changes or suggestions to be used internally.
  • Compile and send out confirmation packs to confirmed clients and assist the Sales & Marketing Manager with marketing.
Staff Coordination
  • Working with Operations Manager, Sales & Marketing Manager, and all department Managers to coordinate regular and temporary event staff from within the current distillery staff.
  • On-site management of event staff, contractors, and agencies for each event.
General duties
  • Assisting the Internal Events Coordinator as required – including holiday cover.
  • Contribute to the ongoing site development plan – assisting with any capex developments relating to Events.
  • Represent the VC at trade events, local sponsorship/community events and other offsite events requiring brand presence, where required
  • Contribute to the implementation of the site marketing strategy.
  • You will be required to be a key holder and take part in providing cover for out of hours events where necessary.
  • To advise and assist colleagues and managers with the organization and smooth operation of any functions or events taking place within the business.
  • To build and maintain relationships with key stakeholders of the Company including any agencies with whom we work.
  • Maintain a smart appearance, with good personal presentation.
  • To do any other reasonable duty as required by the Events Manager or General Manager, in accordance with the needs of the business.
  • Must be prepared to work flexible hours according to the business requirements, including evenings, weekends and public holidays.

Skills and Experience

The Skills & Experience needed to create your legacy
  • Be comfortable presenting in front of large groups.
  • Experience of working in a busy and physically demanding role.
  • Able to always deliver exceptional customer service, even under pressure.
  • Ability to develop product knowledge and share this with our guests.
  • Exceptional Organizational Skills
  • Knowledge of utilizing Microsoft Office & EPOS Systems.
Personal Qualities
  • Fluency in English
  • Excellent interpersonal and customer service skills
  • Team Player
  • Attention to detail and desire to deliver high standards
  • Pro-active and self-motivated.
Other
  • We are looking for people who are passionate about our brand, who have aspirations to grow within the hospitality or spirit industry
  • You must be able to work flexibly over evenings and weekends

Our culture

We share the passion and entrepreneurial flair of our founder and are guided by our three culture pillars - Fearless, Family and Founders, they inspire our Primos to be the best they can be and drive us forward in all we do. But what does this mean?

·       Being Fearless; means adopting an agile mindset, being comfortable trying new things and taking risks. We are empowered to question, challenge and innovate.

·       Family; We treat each other, and our communities, like Family. Always.

·       Founders; The spirit of entrepreneurship is at the heart of everything we do. We see the business as if it’s our own. We do the right thing for the business and we all take accountability for our work.

When you join Bacardi, you become part of our family and gain more than just a job.


Disclaimer: Bacardi is an equal opportunity employer that values workforce diversity. Diversity is core to our business: by embedding diversity into all aspects of our culture, we maximize the opportunity to achieve sustainable business success and growth. The duties and responsibilities described in the role profile might not be a comprehensive list.