Events Administrator

Key information about the role

•  Respond to initial client enquiries in a polite and professional manner by telephone and e-mail.

•   Maintain and update all internal administration systems including the events diary, CRM system and Outlook, as well as maintaining all related paper and electronic filing systems.

•   Collate relevant event details in a timely manner and communicate this information internally to other departments including: creation and distribution of event schedules, crew and guest lists and weekly updated confirmed event data.

•   Collate supplier commission income with all invoices requested, logged and issued in a timely manner in order to achieve accurate finance reporting

•   Manage the booking of Guide Lecturers and Curators for events and early morning tours.

•   Manage monthly and occasional booking of contractors, such as porters and cleaners, for events and all other departments when required.

•   Administer all transport information for events such as raising and logging all taxi invoices in relevant databases and be prepared to perform routine transportation reviews and self-audits as required.

•   Collate all staff overtime for the department.

•   Proactively manage the administration of the accredited supplier tender process and review supplier applications alongside the full Venue Hire team.