Job Title : Event Coordinator
Reports to : Coordinator Manager
Based at : Richmond, Surrey, UK
Reed Exhibitions is part of RELX plc, a FTSE 100 company, based in over 180 locations worldwide. RELX is a global provider of professional information solutions in the Science, Medical, Legal, Risk and Business sectors and in 2016 generated £6.
9bn in revenue. Reed Exhibitions is the world’s leading events business, enhancing the power of face to face through data and digital tools.
Every year we run over 500 events in more than 30 countries, bringing together over 7 million active event participants worldwide.
With over 3700 employees we serve 43 industries in 41 offices around the globe.
We want individuals who demonstrate initiative, an inquisitive mind, an obsession with making things better, a passion for solving puzzles, the humility to laugh at themselves, the willingness to ask for help when they are over their heads, and the ability to deal (healthily) with multiple projects, tight deadlines, and demanding partners.
Team Structure : Head of Customer & Business Services reporting to Operations Director
Job Purpose : To provide effective and efficient administrative and general support to all functions that contribute to the delivery of our exhibitions.
Scope : The Event Coordinator offers vital support throughout the exhibition cycle for the sales, marketing and operations teams.
They assist with a range of general exhibition duties including but not limited to pre-show administration and managing onsite requirements for all team members.
Key Responsibilities : Pre-Show
Event Edition Setup collating legal papers including addendum, rules and regulations and indemnity documents as well as the logo for the next event edition uploading all contents to a local server for viewing by Exhibitors
Sales Support contracting and amendments for non UK based Sales Team using Salesforce.com
Barter Contracting & Invoicing contracting and invoicing for all barter agreements using Salesforce.com
Lead Management monitoring all incoming enquiries and converting them to leads for the relevant members of the Sales Team
Arranging Travel and Accommodation booking travel and hotels for team members for client visits, competitive events and own event
Managing Team Leave monitoring and recording all annual leave and sickness for team members
Meeting Administration scheduling team meetings, composing agendas / minutes when required
Floor Plan Audits working alongside the Sales and Operations team to ensure rigorous audits of the floor plan and Exhibitor Lists are carried out frequently on the lead up to an event
Reports / Tracker Maintenance generating, maintaining and managing various reports for Sales, Marketing and Operations Team
Team Projects assisting with projects such as team days, exhibitor days, steering committees and press days etc.
Team Supplies auditing and ordering team supplies including safety boots, stationery, business cards and refreshments for onsite as well as the crates to transport the supplies
Post and Shipping managing all outgoing and incoming post for the Sales and Marketing Teams
Frontline Enquiries handling calls / emails from prospective exhibitors and distributing to the appropriate team member and diverting any general enquiries to our Customer Service Team
Sales Office / Lounge setting up and coordinating this busy area during the exhibition
Rebooking Support supporting the Sales Team with capturing interest for the next Event Edition this may include contracting onsite using automated or manual contracting systems and / or managing all incoming booking forms / enquiries (Expression of Interest)
Coordinating Team Arrangements including booking meeting rooms, arranging team / client dinners etc.
Ideal Candidate Profile : A highly driven, enthusiastic and organised professional who can demonstrate :
A degree / qualification related to events or previous experience of working within the events / exhibitions industry
A strong ability to organise and prioritise workload and demonstrate a solid competency for multi-tasking
A high level of computer literacy, including Outlook, Excel, Word, PowerPoint and preferably any online sales / marketing tools and systems
The ability to work in a fast-paced environment and remain calm when under pressure
They are committed team player who also has the ability to work independently and take the initiative
Strong communication skills articulate verbal and written capabilities with the ability to communicate with many different nationalities and cultures
Accuracy and attention to detail
The ability to embrace change and an enthusiasm to participate in a culture of continuous improvement in all areas of their work
A confident common sense approach to problem solving and is quick to understand who / what is required to solve any issues
A positive, enthusiastic and proactive approach to their role and responsibilities on a day-to-day basis