Commercial Services Coordinator - 3 month contract with possible extension

SALARY: £24,406 per year

MAIN LOCATION: Contact but may be required to work at other venues as required

RESPONSIBLE TO: Commercial Services Manager

RESPONSIBLE FOR: N/A

WORKS WITH: All departments

HOURS: Full Time core days Tuesday - Friday with evening and weekend work where required. At Contact we work a 100:80:100 model. This means you are contracted for 35 hours per week, but work 28 hours per week on average with no reduction in pay.

STATUS: Temporary 3 month contract with possible of extension

CLOSING DATE: Wednesday 13th May midnight

INTERVIEWS: One day between 2nd-5th June

OVERVIEW OF THE ROLE

At 4 years since Contact reopened its Oxford Road venue following an extensive building transformation, our commercial operation is now support for our core activity.

We have developed an established distinctive events & hires offer, are a part of the corporate hospitality sector and lease office space, as well as hosting conferences and private functions. High volumes of new enquiries for service make the commercial operation a busy and exciting area of work.

MAIN TASKS

Event Planning & Delivery

• Work with the Commercial Services Manager to progress commercial events from enquiry stage to delivery, providing exceptional client experience throughout

• Be the first point of Contact for client liaison and reply to enquiries in a prompt and constructive manner

• Ensure that events are correctly scheduled on Artifax

• Collaborate cross-departmentally to coordinate event logistics, developing key relationships with the Visitor Experience, Production, Programming and Finance teams, and ensuring necessary staff and resources are allocated

• Work closely with the Catering Operator to ensure all event hospitality requirements are met

• Attend the weekly Operations meeting to provide regular event updates

• Assist with the smooth on-the-day delivery of events, acting as a contact on site and dealing proactively and creatively with any problems which may arise

Business Development & Sales

• Work with the Commercial Services Manager to identify and develop leads

• Progress the commercial services sales process from enquiry stage through to conversion and contracting, updating the event status on Artifax throughout

• Provide client quotes in accordance with agreed fees and margins to ensure profitability

• Log all enquiries and progress statuses in a sales pipeline

• Maintain and update a current client database on Spektrix

• Attend key networking events with the Commercial Services Manager

• Maintain a close working relationship with the Development team, sharing potential leads and assisting with the delivery of services and events for our corporate partners

• Work with the Marketing & Communications team to develop promotional material and enhance the social media profile of the commercial offer

Administrative Support

• Ensure purchase orders and sales invoices are processed in a timely manner

• Work closely with the Finance team on credit control and reporting

• Ensure that resource inventories are current on Artifax

• Collect and report relevant data in line with company policy

• Update and manage venue listings and directories

• Retail stock control

• Be first point of Contact for hireable office tenants

• Maintain an effective working relationship with Contact’s pool of freelance creatives and consultants

• Provide regular internal updates to staff members regarding the development of the commercial offer

GENERAL

• Undertake any other duties that may reasonably be required in connection with the position

• Keep up to date with developments within the arts and youth culture

• Undertake any other duties that may be reasonably required in connection with the position

• Represent Contact at external events as required

• Establish and maintain good working relationships with all Contact’s partner organisations

• Get involved with creative work being presented by Contact by attending workshops, read-throughs, rehearsals and performances on a regular basis

• Follow Contact’s Health & Safety policy, undertaking duties as required and ensure reasonable care is taken to maintain a healthy and safe place for public and staff

• Actively commit to Contact’s Equal Opportunities policy and Contact’s Safeguarding of Young People policy

• Actively commit to Contact’s anti- racism working practices

• Advise and report regularly on activity as required by the wider Senior Management Team, Board and sub-boards, supplying any data required to meet funder reporting requirements

• Provide mentoring and support to young people and on occasion deliver training/workshops in areas relevant to your job role

• In line with Contact’s governance model, pro-actively engage young people in decision-making through consultations, young people’s panels and other mechanisms relevant to your job role

• Manage all personal data in line with the General Data Protection Regulations, using the Spektrix database as directed

PERSON SPECIFICATION

ESSENTIAL

• Support Contact’s vision and values and the work we do

• Support and commitment to Equal Opportunities, Safeguarding and Anti-Racism practices

• Support commitment for working in a creative organisation focused on young people (aged 13 – 30)

• Proven ability to communicate clearly, both verbally and in writing

• Experience of working in a customer-facing role and an understanding of excellent customer service

• Proven track record of event planning & delivery

• Experience of working in a sales-focussed organisation

• Ability to work well in a team across multiple departments

• Ability to work independently in a fast -paced environment to deadlines with speed and accuracy

• Discretion particularly when handling sensitive or confidential data

• Excellent planning and organisational skills

• Ability to work under pressure with the flexibility to adapt quickly to changing workloads

• Good IT skills, particularly with Microsoft Office

DESIRABLE

• Experience of working in a creative / arts environment

• Experience of working to a budget

• Marketing / copy writing experience

• Experience of using Spektrix and Artifax

• Experience of retail stock control