CORPORATE AND HOSPITALITY EVENTS No day is ever the same when you join our Corporate & Hospitality Events Team
we deliver knockout events week-in-week-out for some of the UKs biggest brands. One day you may be taking care of delivering on-track action for our corporate clients in our roaring Aston Martins and the next, you may be delivering an exhibition for 3000.? We're
a highly motivated,
innovative
and specialised group of Event managers,
coordinators
and assistants. We oversee all aspects of an event from catering (delivering over 30,000+ business lunches a year!), AV, security, cleaning to health and safety and budget management. We love bringing any story to life with the creativity of our team of experts and the flexibility of our impressive International Conference & Exhibition Centre with 22 flexible spaces, and the on-site Hilton Garden Inn.? JOB PURPOSE To ensure the effective and efficient support in the planning and delivery of Silverstones hospitality department.
In accordance with
the company brief, company policies and procedures, and within agreed budget and profit margins. To support in the administration and planning duties across the department for the preparation, organisation, and delivery of Event Hospitality. Where necessary support wider business departments associated to the hospitality operation. You will help the hospitality team grow the events through introducing
new ideas
and concepts and ensuring that they are represented at the right events with the right target audience. KEY RESPONSIBILITIES S
uccessfully
support the hospitality department in all administrative duties
required
.
Support with proposals and setting up of sales contract for smaller club events
.
Act as the project coordinator for the operational production team coordinating all requirements for pre-event, build, live and derig during the British Grand Prix
Support the executive leadership team with the planning and delivery of all their event hospitality requirements.
Support the enclosure manager with any duties relating to the planning and delivery of the enclosure products at events.
Diary management for all build and breakdown of areas in use for hospitality at all events.
Support in the
adminis
tration of
all aspects to include but not limited to, booking systems, post-sale documentation, fulfilments of event packs including ticketing, budgets and
purchasing
.
To help develop processes within all systems used in the department.
Responsible for
documenting
as directed
all aspects of race day hospitality events for handover, budget management, site planning, security and stewarding, traffic management, catering, entertainment and AV, cleaning, temporary facilities, signage,
hostesses
, furniture, emergency, and contingency planning to post event evaluation and final account reconciliation.
Support in the management of budgets for all events, ensuring POs are raised
in a timely manner
and the budget is kept up to date.
Accurately recording and communicating hospitality and catering event information to all stakeholders internally and externally
.
As and when required support other departments within a hospitality environment to include but not limited to customer service, ticketing, table planning,
accreditation
and inventory management.
Oversee and mentor the hospitality administrator, supporting their development and mentoring where
required
.
Support in the c
ompil
ing of
all event briefing packs for managers and supervisor.
Support in the r
eporting of all event financials to the required internal stakeholders. Conduct post event reconciliation, review, and ensure all feedback is acted upon to affect positive change with agreed action plans.
To ensure at all operational meetings actions and noted are taken and sent out to stakeholders to complete.
To continually review and keep updated processes and procedures.
To liaise directly with internal and external suppliers and contractors to order products and services in
a timely
and professional manner whilst ensuring purchase orders are raised
in accordance with
financial procedures.
To e
nsure contractors
appropriate documentation
is correctly stored and checked prior to them coming to site.
To raise POs as
required
for the department
.
To work as part of the team to support workloads to ensure the commercial and operational success of the events.
Collaborate with the culinary team
, operations
team
and client to ensure all menus are correctly written and printed.
Compile and file the relevant health and safety paperwork for each event and reviewing where necessary to ensure all detail is correctly covered
.
To take on and support with
additional
projects within the business where
required
.
To support the corporate events delivery team in the off season.
TEAM RESPONSIBILITIES Create a positive, proactive culture and environment within the department
.
Always promote the professional image of the company by ensuring
high standards
of both professionalism and personal presentation
.
Help to develop new ways and processes to excel the Hospitality offering at Silverstone Circuits
.
PERFORMANCE RESPONSIBILITIES Performance will be
monitored
against the following:
Objectives set through the Personal Development Review (PDR) process
Ownership and completion of agreed business priorities
in a timely manner
Teamwork
KEY RELATIONSHIPS Hospitality
Sales Team
Catering Team
Public Events Team
Customer Service Team
Ticketing Team
Marketing Team
Finance Department
IT Department
Venue Team
External suppliers
KNOWLEDGE,
SKILLS
AND QUALIFICATIONS Minimum of
2
years experience working in
a corporate or hospitality event environment
.
Commercially and operationally minded with a hands-on approach
.
Ability to take ownership and problem solve, is proactive and self-motivated
.
Works well as a team player and uses own initiative
.
First class host skills and passionate about customer service
.
Excellent eye for detail, with strong organisational, time management & interpersonal skills
Flexible approach in working hours
including weekends
.
Advanced computer literacy in Microsoft products, especially in Excel,
PowerPoint
and Word documents
.
Full clean UK driving licence
.
Willing to go the extra mile in ensuring that customer requests and expectations are met
.
Motivates and empower others to reach business goals by leading by example
.
Be clear and articulate in oral and written communication
.
An understanding of Risk Assessments and Health and Safety documentation
desirable
.
SUSTAINABILITY We
dont
just look after our team and our fans. We want to look after our world too.
We're
committed in our responsibility to reach our zero-carbon goal. So,
we've
adopted greener methods within our workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of our venues power - with all
other energy from 100% renewable sources.
?Our dedication has earned us Three Star FIA Environmental Accreditation, but this is just the start.
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