Exhibitor Services Coordinator
Royal Horticultural Society
London
1d ago

Job Title :

Exhibitor Services Coordinator

Department :

Operations Department, Shows

Location : Vincent Square, London

Hours of Work :

35 hours, Monday to Friday including weekends,late nights and bank holiday working during the shows season

Reports to :

Operational and Exhibitor Services Manager

Salary :

GBP 25,000 per annum (dependant on experience)

Job Purpose :

To be an active team member of the Operational and Exhibitor Services function, providing database, administrative and onsite front-

of-house support for specific shows.

Dimensions :

To be a member of the Chelsea, Chatsworth, Hampton Court or Tatton Park Project Team.

To take responsibility for day to-day exhibitor services communication, data processing and administration for one or more of the RHS annual flower shows.

To work on-site at specific shows in the Exhibitor Services Office, providing a customer-facing service for exhibitors, contractors, guests and staff.

The Operations and Exhibitor Services Team are looking for an enthusiastic person who would enjoy providing high quality customer service and administrative support to meet deadlines within a busy team.

You will be responsible for the servicing, support and administration for one of the four large RHS Flower Shows, as well as assisting with other events.

Some of your duties will include processing exhibitor correspondence, being part of project teams, staffing the Exhibitor Services Office onsite at shows, liaising with show contractors, project managing and leading on exhibitor information and order forms, invoicing and providing a customer-

facing service for exhibitors to the RHS Shows.

You will need to be able to work on your own initiative, work accurately under pressure and organise your work to challenging timescales.

You must have office-based experience, good experience of using databases, Microsoft Word and Excel to an intermediate level and excellent customer services skills.

You will be numerate and have proven written and verbal communication skills, as well as a cooperative and flexible approach.

All applications should be received by 10am, Tuesday 1 January 2019.

Accountabilities :

To be responsible for processing exhibitor services communications for specific shows to the agreed Shows Division schedule.

To help ensure Show Managers and other colleagues keep plans on track and resolve project lag.

To be an active member of the Chelsea, Chatsworth, Hampton Court or Tatton Park Project Team, to meet the requirements of the annual show plans and strategies.

To work closely with the RHS web team and show managers to coordinate, collect and update RHS content for online exhibitor application forms.

Arrange sign off of all content with stakeholders to deadline.

To co-ordinate, update, print, collate and send out exhibitor, 'acceptance of site' contracts, order forms, health & safety documentation, and regulations manuals, for their designated show to the agreed Shows Division schedule.

To assist colleagues as necessary with other shows.

To chase exhibitors as reply deadline dates near or are passed to the agreed Shows Division schedule.

Work with the external software supplier of the online exhibitor zone and relevant colleagues to oversee the production and accurate and timely delivery of the online exhibitor zone.

To coordinate the redesign or to create new exhibitor correspondence material when necessary and to agreed deadlines.

To coordinate and administer the online working access pass portal and to be the main point of contact for any queries relating to exhibitor working access passes.

To administer the accreditation system on-site, as agreed with the Show Manager and Operational and Exhibitor Services Manager, in face-

to-face situations with exhibitors, contractors, guests and staff.

To work with the external accreditation company where relevant.

To process forms returned from exhibitors, entering exhibitor and application / exhibit data onto the Exhibitor Database (the key system around which the organisation and co-

ordination of all show editorial content operates and from which exhibitor invoices / credit notes and all other exhibitor documentation are generated) ensuring data quality procedures and accuracy of input to maintain data integrity are met.

To create and mail invoices and credit notes for their designated show(s) in accordance with the agreed credit control schedule (invoices for a show reach a maximum value of GBP 1.

5m).

To assist the Operational and Exhibitor Services Manager with checking exhibitor listings for show guides against exhibitor show guide entry documentation and site CAD plans to meet RHS style guide standards, schedules and required outcomes.

To liaise with external suppliers for the production of Show Manuals, Onsite accreditation and printed material.

To coordinate the revising of the content of Exhibitor website pages, including creating new material and deleting old material.

Compiling and editing e-newsletters to agreed deadlines.

To be the first port of call for all non-horticultural / logistical exhibitor queries relating to specific shows, meeting departmental procedures and policies.

To staff the Exhibitor Services Offices at RHS shows, to ensure first class customer service to exhibitors is provided, dealing with complaints, queries, whilst adhering to department procedures.

To open and distribute Shows Division post.

To assist with any project work as required.

To ensure own safety, and the safety of others who may be affected by your actions.

Employees must follow instructions and co-operate at all times with their line manager to enable the RHS to meet its legal responsibilities.

Employees must stop work if the nature of the situation involves risk of serious injury to any person and must report any hazardous situation or defective equipment to their line manager without delay.

To undertake any other duties as may reasonably be required of you in the post

ESSENTIAL :

Educated to at least A level standard

Working knowledge of up to date administrative systems and processes

DESIRABLE :

Understanding of administrative systems and processes involved in running events

ESSENTIAL :

Administrative experience, with the ability to work autonomously and accurately

Providing customer care to a high standard, on the phone and / or face-to-face

Planning, prioritising and carrying through multiple, concurrent projects, often with tight deadlines and under pressure

DESIRABLE :

Working as part of a small team

ESSENTIAL :

Use of Word to 'Intermediate' level

Use of Excel to 'Intermediate' level

Use of a database, including inputting data and searching for information

Use of the Internet and email

Accuracy and attention to detail

Ability to prioritise a range of tasks, attention to detail and highly organised

Methodical approach

Good interpersonal skills

Ability to communicate accurately and effectively in verbal and written English

Willingness to travel to and work at the flower shows as required, usually up to circa 30 days per year

Ability to stay away overnight at the flower shows as required, up to circa 40 nights per year

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