Venue Sales & Diary Manager Job description

Salary: up to £30,750 depending on experience
37.5 hours per week, Monday to Friday with some early start/late finishes
Based at 1 Wimpole Street and Chandos House

A vacancy has arisen within the Administration & Events team for a Venue Sales and Diary Manager as part of Support Services at the RSM. The purpose of this role is to support the Head of Venue Sales and Marketing in maximising the sales income for the venues by managing and ensuring optimum use of all available dates and venue spaces to achieve conversation of sales enquiries and yield. To line manage the reactive team ensuring the sales strategy is achieved together with the highest standards of sales and customer service delivery at all times. The post holder will also be expected to research and implement improvements to the operation of the diary to increase efficiency and capitalise on bookings.

Key duties

As part of this role, the post holder’s activities will include:

  • To professionally sell the service and facilities at 1 Wimpole Street and Chandos House, entering all new enquiries into the venue booking software (Rendezvous), maximising conversion rate and developing further business via account penetration
  • Proactively manage the reactive sales team (indicatively 5 reports) to ensure all quotes, data and information is correctly entered into RDZ, liaising with colleagues, internal and external stakeholders as and when required
  • Provide ongoing support to the proactive and reactive sales teams, offering solutions to the diary management and operational enquiries
  • Inducting, training & supervising new starters on product/venue knowledge, sales strategy and RDZ
  • Oversee the daily feedback meetings and host one per week, ensuring that all relevant data is available at the appropriate time
  • Manage the weekly review of the booking sheets prior to printing and distribution to the service providers
  • Lead the weekly sheet meetings and be the first point of contact for queries from the events service providers at both venues
  • To chair the monthly sales meeting on a rota basis
  • Quarterly meeting with the Academic Manager to monitor past performance and discuss the future diary of events to provide an optimum capacity to sell to external clients
  • Update RDZ with new menus, prices and packages when needed/required
  • Respond to enquiries received by phone, email or in person within 2 business hours and follow-up these enquiries within 7 working days i.e. efficient administration of the business leads and activities
  • Arrange site visits for every new client gained and conduct subsequent show rounds
  • To ensure that clients receive full attention to detail throughout the event including regularly updating the Booking Confirmation in RDZ with accurate details and information for both the client and the service providers
  • Inform guests of constraints of both of the buildings and environments i.e. licenses and noise restrictions etc. at the earliest opportunity
  • Discuss with prospective clients their catering and audio-visual requirements with confidence and offer recommendations on food and wine matches
  • Contract clients with Terms and Conditions and set out deposit structure (if appropriate) at earliest opportunity
  • Up-sell philosophy at all stages including low-cost add-ons, added value items and suggesting exclusive use of Chandos House where appropriate
  • To ensure the smooth running of events on the day of the event, working with the Operational Managers when required
  • Effective follow-up after each event to secure future bookings, including sending the client survey for feedback which we can react to individually
  • Regular competitor research and benchmarking
  • To deputise for the Head of Venue Sales and Marketing as and when required
  • Support all members of the Events Team at 1 Wimpole Street and Chandos House as and when necessary at the request of your line manager
  • To undertake reasonable requests and any additional tasks required by your line manager or Director of Support Services

Candidate specification

To be considered for the role you will need to be able to demonstrate the following:

  • Recent proven effective experience of taking the lead and managing staff
  • Recent venue sales and diary management experience at managerial level
  • Excellent interpersonal skills and experience of providing supervisory or management to a reactive sales team
  • Ability to maintain organisational control and prioritise work over multiple activities and work flexibly in a varied and fast-paced environment
  • Efficient, confident and reliable individual with demonstrable professional client management and face-to-face sales negotiation
  • Strong administrator with excellent verbal/written communication skills
  • Efficient and be able to manage own time well
  • Organised with attention to detail is essential
  • Proficient use of a booking software/database and Microsoft Word, Excel and Outlook
  • Demonstrable success in working with confidential information and with complete discretion
  • Ability to remain calm under pressure and adapt to the changing environment of event sales
  • A good team worker, self-motivated and able to build strong and effective working relationships with a diverse range of people across the department and organisation
  • Strong customer service skills

It would also be desirable if the candidate has or is able to demonstrate the following:

  • Degree in Event Management and/or a minimum of 3 years’ experience in venue/hotel sales/diary management

How to apply

To apply for the above opportunity please forward a CV and covering letter to Karen Kay at Karen.Kay@rsm.ac.uk by no later than 2nd June 2019.

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