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. We are looking for a driven, organised and resourceful coordinator to assist with event planning & delivery, business development, sales and administrative support so that we may continue to offer exceptional range of commercial services at Contact.

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