Institution of Engineering and Technology (IET)
Meetings and Events Coordinator
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Are you passionate about creating excellent event experiences?
Do you excel at turning client needs into successful events?
Could you be our next Meeting and Events Coordinator?
Up to £30,000
Permanent / Full Time
IET London: Savoy Place
At the IET, making our world a better place starts by creating a better place for our people.
At the IET you’ll have more than just a job. Our work is exciting and challenging, connecting the people who solve the problems that matter. It means working with us has real meaning and impact, and you’ll grow – professionally and personally – in ways you never thought possible. We’re also making significant investments in our people, including providing a modern, vibrant workplace and embracing hybrid working.
What you'll be doing
As the Meeting and Events Coordinator, you'll play a pivotal role in our sales team, acting as the primary point of contact for internal and external clients. Your focus will be on promoting IET London: Savoy Place, particularly within the STEM community, by efficiently managing event enquiries and bookings. You'll handle everything from responding to initial enquiries and preparing proposals, conducting site visit inspections, and planning final event details. Your goal will be to maximise sales through negotiation, effective diary management, and ensuring a seamless client experience from start to finish. You'll also collaborate closely with internal teams to deliver exceptional events that meet and exceed client expectations.
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What we hope you can bring to the role
We're looking for someone with a background in customer-focused administrative, marketing, or sales roles, ideally within a hotel or venue environment. Your excellent communication and interpersonal skills will enable you to build strong relationships with clients and colleagues alike. You'll have a keen eye for detail, be highly organised, and capable of managing your time effectively to balance multiple tasks. Proficiency in Microsoft Office is essential, and experience with booking systems or CRMs would be a plus. Most importantly, you should bring a passion for delivering outstanding customer service, a proactive approach to problem-solving, and the ability to work flexibly, including occasional evenings and weekends.
A Little More About The Role
- Serve as the primary point of contact for external clients, managing event enquiries for up to 200 delegates.
- Respond promptly to new enquiries, prepare detailed proposals, and follow up within agreed time frames.
- Coordinate and balance workloads effectively within the team, ensuring timely handling of enquiries.
- Maximise sales opportunities through negotiation, upselling AV and catering services, and effective venue space management.
- Manage the booking diary, including chasing provisional holds and confirming bookings.
- Prepare and issue accurate contracts, ensuring timely return and processing of prepayments.
- Conduct site inspections, final detail meetings, and food tastings with clients.
- Liaise with internal departments, including AV, catering, and finance, to ensure seamless event delivery.
- Maintain up-to-date client records using the booking system and ensure all client needs are confirmed in writing.
- Build and maintain relationships with clients, working to secure repeat bookings.
- Stay informed about competitors and market trends, attending sales exhibitions and networking events as required.
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A Little More About What We’re Looking For
- Proven experience in a customer-focused administrative, marketing, or sales role, preferably within a hotel or venue setting.
- Strong customer service skills with the ability to negotiate and close deals effectively.
- Excellent communication and interpersonal skills, both written and verbal, with the confidence to engage at all levels.
- Exceptional time management skills, with the ability to prioritise tasks and manage multiple enquiries simultaneously.
- Proficiency in Microsoft Office applications, with a willingness to learn and utilise booking systems and CRMs.
- Flexibility to work outside standard hours, including evenings and weekends, as required.
- A proactive, detail-oriented approach with a commitment to delivering high-quality service.
- Knowledge of booking system software would be advantageous but is not essential.
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