Booking Coordinator

ACT 1 – THE ROLE

Reporting into the National Conference and Corporate Sales Manager the Group Bookings Coordinator will manage the enquiry process and bookings for educational and birthday group bookings and private screenings.  They will take ownership for the enquiry process, converting the bookings and co-ordinating the events to ensure we deliver a successful and profitable service that meets the customer expectations.

KEY ACCOUNTABILTIES

Planning and event management

• Handle the booking process for enquiries via phone, email, website
• Send proposal’s to clients
• Contact enquiries holding with a focus to convert the business
• Maintain and update the enquiries holding spreadsheet
• Issue contracts for the client and ensure we receive a signed contract
• When we have the confirmation manage the booking and payment process
• Work with colleagues across the business to ensure the booking process is followed that there is clear communication about the bookings and requirements
• Work closely with screen content for scheduling films and identify potential opportunities for additional screenings
• Build a strong working relationship with the client so they provide repeat business
• Liaise with suppliers about any requirements for the events
• Work to resolve logistical and operational issues that may occur
• Liaise with sites about the event and to organise deliveries and client show rounds
• Distribute event information to all relevant parties, both internal and external
• Deliver a structured and timely process from enquiry, to proposal, contract and delivery of events

Reporting and monitoring

• Create detailed job sheets for each booking to track revenue, costs and profitability
• Update the pipeline document on a weekly basis
• Distribute the client survey to clients after follow up calls have been made to monitor satisfaction and identify repeat business opportunities
• Raise purchase orders and process invoices for 3^rd parties
• Raise sales orders to generate invoicing of clients before the event and ensure we have payment prior to the event date

Evaluating and decision-making

• Evaluate the profitability of an enquiry to decide the viability of taking the booking
• Prioritise work load to deliver a professional and seamless service to clients
• Build and maintain a positive relationship with clients, internal staff and suppliers to develop and grow business

ACT 2 – WHAT SKILLS AND EXPERIENCE YOU’LL NEED

• Experienced gained within a fast paced conference office/event agency environment
• Previously been involved in running events in a hotel or cinema involvement
• Able to provide examples of managing administration tasks and managing multiple workloads and deadlines
• Can provide solid examples of using own initiative to identify opportunities to improve process/policy and managing this through to implementation
• An excellent telephone manner
• Strong Xcel skills