Meetings & Events Coordinator

Job Purpose
As a member of the Meetings & Events Coordination Team, you will be responsible for delivering exceptional client experiences from contract through to operational handover, developing and protecting client relationships, encouraging repeat business, identifying value-enhancement opportunities and maintaining high planning standards.

In addition, the Meeting & Events Coordination Team is responsible for assisting with arrangements for car club, community, group and educational visits and handling museum/show ticket enquiries.

The role combines hands-on event coordination and customer success responsibilities. 

Main Duties

• Act as the primary planning contact for assigned events and clients
• Consult with clients to understand their conference needs and expectations for their events, upselling products, services and experiences where appropriate
• Act as a primary contact for JLR meetings & events enquiries and wedding enquiries – producing quotes and proposals within 24 hours and, wherever possible, the same day as the enquiry is received
• Manage the planning of all event logistics – including rooms, catering, museum experiences, AV and any other requirements
• Ensure all relevant health & safety requirements, risk assessments and COSHH requirements related to clients’ events are completed according to company policy and in compliance with relevant laws, regulations, and safety standards
• Produce accurate contracts, client communication, event documentation and function sheets
• Ensure high standards of handover to the operational team, with required information provided in line with agreed timescales
• Work closely and effectively with other departments, communicating all relevant information to ensure customer satisfaction.
• Capture client feedback and participate in post-event reviews
• Operate a ‘closed loop’ process – handing clients back to the Sales Team after each event, flagging future client opportunities and communicating these to the Sales team
• Support museum ticket enquiries, group and car club visits, education bookings and related activities

Success Measures

• Client satisfaction – through post-event review meetings and customer satisfaction survey scores
  Repeat booking rate – measured by value and quantity
• Quality of operational handovers – feedback from the Operations team
• Upsell contribution – revenue value added after handover from Sales team
• Event planning milestones achieved – task completion/evidence from Events500

Other Duties

•  Take responsibility for your own health, safety and welfare, ensuring compliance with Trust’s Health and Safety policies, procedures and safe systems of work
• Be responsible for your own behaviour and act in a manner that avoids and discourages any form of discrimination or harassment; to comply with the Trust’s Equal Opportunities Policy
• Undertake to familiarise yourself with the data protection procedures set down by the Company as a result of the General Data Protection Regulation
• Actively and positively contribute to the success of the business in delivering your duties and any other business-related activities which may reasonably be requested

Knowledge, Skills, Experience and Attributes Required

• Previous experience of meeting/event coordination or planning is preferable
• Excellent communication and interpersonal skills
• Exceptional organisational and time management skills. Able to handle multiple tasks and deadlines effectively
• Detail-oriented approach to ensure accuracy in all aspects of event planning
• Proficiency in event management software and tools or the ability to learn how to use new software quickly
• Commercial awareness
• Confident and professional communicator
• Client focused with excellent problem-solving skills

Benefits

To support staff both inside and outside of work, the Trust offers 26 days of annual leave per year (pro-rata for part-time employees) plus bank holidays. You will receive staff discounts in our gift shop and onsite café as well as a number of free tickets each year for friends and family to visit the Museum.

Employee well-being is paramount, and we therefore offer enhanced occupational sick leave and pay as well as enhanced family-friendly leave and pay.

We operate an ad-hoc home working policy to allow for maximum employee flexibility, however, please note regular hybrid working is not available for this role.

Joining the British Motor Industry Heritage Trust as an employee will give you the opportunity to develop your career in a friendly and supportive environment while working for a charity dedicated at preserving and sharing Britain’s automotive heritage.  

Inclusion and Diversity Statement

 As an organisation the British Motor Industry Heritage Trust is committed to eliminating discrimination and encouraging diversity amongst our workforce. We welcome applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity.