Sodexo Live! has an amazing opportunity for a Boxes Admin Co-ordinator to join our team at Ascot Racecourse.
We are committed to providing our guests with an outstanding experience hosting one of the world's most prestigious race meetings, Royal Ascot, as well as 21 race days each year. The administration planning of our boxes is a crucial part of our service.
You will be responsible for working with the Boxes Admin Planning Manager and the other Boxes Co-ordinators to organise all administration for the Annual Boxholders and staff bookings. Above all, you will promote Ascot Racecourse, ensuring that the venue is considered the place to be seen.
We’re experienced makers and food fanatics. Our experiences are unique, and so are our people. Bring personality, your background, and your desire to delight others. In return, we’ll give you all you need to thrive because at Sodexo Live! we’re so much more. Be part of something greater.
MAIN RESPONSIBILITIES
1. Ensure that all information received directly from an external client or ARL (Ascot Racecourse Ltd) is managed correctly through the system.
2. Handle all telephone enquiries with the rest of the planning team and ensure all queries are dealt with quickly and efficiently.
3. Liaise with the kitchen, operations, staffing, sales, accounts, cellar, and logistics teams to ensure all requirements are communicated and updated as necessary on time.
4. Process boxes order forms liaising with the ARL Accounts department.
5. Call around all annual boxholders that we haven’t received orders from before each race day.
6. Ensure the Boxes database is updated and compile/maintain departmental information folders.
7. Support the commercial department in the production of invoices post-race day.
8. Prepare and complete menu presentation notes in conjunction with the Head Chef for Royal Ascot and Ascot race days along with any financial information and relevant data analysis.
9. Produce table menus for all boxes at Royal Ascot and on Ascot Race days.
10. Produce paperwork for each floor manager on a race day.
11. Perform administration and office duties working with the planning team.
12. Communicate with the Head of Planning, the Boxes Admin Planning Manager, and the Boxes Operations Manager.
13. Undertake any reasonable requests made by the Head of Planning and Boxes Planning Manager.
14. Help to organise the Annual Boxholders showcase event and attend to meet box holders.
15. Attend regular meetings with the ARL Annual Boxes sales team and nurture excellent working relationships with good two-way communication in place with all departments and external clients.
16. Ensure every inquiry is handled quickly, efficiently, and professionally to both internal and external clients.
17. Distribute the correct information to set up teams and race day operational teams to ensure all areas are set correctly and customer requirements are met, providing efficient race day support.
18. Ensure invoices are correct and all costs are captured.
THE PERSON
The role requires excellent communication skills, strong interpersonal abilities, and the ability to build strong relationships with internal and external teams. You will have experience in handling time-pressured environments and the ability to manage multiple changes in customer requirements. You will be a strong administrator with excellent MS Office Systems skills. You will have experience working in a customer-facing position and be accustomed to motivating your team to deliver the optimum service. You will also be passionate about Service Excellence and have a genuine interest in the hospitality industry.
* Committed to delivering against Ascot Racecourse's core values: elegant, original, and uplifting.
* Exceptional attention to detail.
* Ability to communicate effectively across all levels.
* Good customer service skills, polite telephone manner, excellent written communication.
* Knowledge of Microsoft Office specifically Outlook, Word, Excel, and PowerPoint.
* Flexible approach to working hours especially on race days.
* Ability to demonstrate organisational skills.
* Ability to manage multiple tasks and prioritise information in an extremely busy environment.
* Experience working within the Events/Hospitality industry.
* Experience in a customer service or administration lead role.
WHAT WE OFFER
In return for your commitment and hard work, you will be rewarded with a competitive salary, plus access to our extensive benefits package, which includes:
* Contributory pension scheme.
* A buy and sell holiday scheme of up to 3 days (FTE).
* Volunteering days via our charity partner STOP HUNGER.
If you are a highly organised professional with a passion for delivering exceptional customer service, we would love to hear from you.
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