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Deputy Team Manager - Venue Find

Venue Find | London, United Kingdom | Full Time

Job Description

About Us:

 

Banks Sadler is an international full service event management agency with a proven track record of delivering powerful global events services to both blue chip and SMEs.

Passionate and client focused, Banks Sadler’s multi-award winning services can be used as a single service or complete solution, we offer the full range of event and venue management services including event production, venue finding, event management, corporate travel and event software.

Operating out of London, York, Dusseldorf, Paris and New York every year we handle over 15,000 venue find bookings and 400 event management projects and save our clients an average of 31% against published prices because our £100m+ buying power means we drive down costs.

Brief Summary

This is a senior role within one of our account teams, working closely with the Team Manager to ensure consistent standards and to develop the business and the growth of the account. The Deputy Team Manager has the responsibility of overseeing the Venue Sourcing team in the absence of the Team Manager and ensuring that a high standard of work is maintained and client specific SLA’s are followed at all times. The job holder is highly experienced with extensive UK and Ireland venue knowledge and is confident in negotiating with venues not just on an individual booking level but across the whole account. As well as working on client enquiries the Deputy Team Manager is responsible for monitoring capacity levels within the team and delegating workloads, providing input and support on venue bookings, training and development of other team members as well as helping the Team Manager with client presentations, preferred supplier or client reports, team reviews and supplier days.

Main Responsibilities include:

Client:

  • Be the main day to day contact for taking the clients enquires, monitor the new enquiries inbox  
  • Understand and apply the correct client policies when booking an event on their behalf
  • Develop a good knowledge on clients products and services 
  • Advise clients in a consultative capacity and steer them through likely requirements
  • Take on and manage complex VF projects for UK & Ireland
  • Deliver tangible client cost savings in line with SLA’s
  • Drive Compliance and maximise the use of client preferred hotels and rates where appropriate.
  • Prepare accurate venue quotations to be sent out to clients
  • Prepare initial costings, deal with currencies, taxes & commissions and invoicing/billing client and vendors
  • Process confirmation, amendment and cancellation documents to be sent out the clients and suppliers
  • Coordinate and arrange site visits to view event space held
  • Process invoices & deposit requests in relation to venue bookings – understand the bill-back process
  • Provide guidance on contract terms & conditions prior to contracts signature
  • Maintain regular, effective and appropriate liaison with clients at all times
  • Attend client presentations, reviews and client entertaining where necessary
  • Answer telephone calls with priority and to take and pass on client messages as required
  • Conduct pre & post events calls

Supplier:

  • Exceptional knowledge of both hotel and restaurants/bars groups in the UK and Ireland
  • Negotiate with venues on rates, added value, deposits, commission levels and  cancellation terms & conditions
  • Address complaints at an advanced level
  • Constantly improve knowledge of UK and Ireland venues
  • Participate in and attend venue familiarisation trips, presentations and other industry events when possible
  • Contact venues and check availability and place space on a provisional hold
  • Release any unwanted event space
  • Liaise with venues to ensure that a full event brief is given to maximise opportunities
  • Assist Team Manager preparing for client specific preferred supplier reviews & supplier days

 

General:

  • Monitor and manage capacity levels within the team and delegate workloads appropriately
  • Liaise with the Team Manager on a daily basis, to report on work in hand and its progress throughout the day
  • Ensure all event enquires are logged onto our database by following internal procedures
  • Schedule all staff PDRs meetings and assist TM setting up the team’s annual objectives
  • Be the initial point of contact to clarify questions related and raised by staff members
  • Help to prepare Team Manager, Client and approved preferred supplier reports
  • Run morning team meetings
  • Conduct weekly 1-2-1 meetings with the team
  • Be the main point of contact in the absence of a TM
  • Provide on the job training and help to develop team members
  • Maintain up to date records on all working files and uphold quality control checks within the team
  • Liaise with Venue Partners, making sure FAM trips are approved by TM and logged in and reported weekly. Manage supplier entries in VISION, confirm these are screened and approved by AMEX, as well as commissions are up to date in the system.
  • Maximise client revenue by up selling other services that BSL offer
  • Assist TM with brainstorming new & innovative venues
  • Analyse non-commissionable spend into venues and minimise where possible  
  • Update client and supplier records where necessary
  • Support Account Director preparing internal reports, venue spent and feedback when required
  • Answer telephone calls with priority and to take and pass on messages as required
  • Attend HR meetings including job interviews with the TM where required
  • Help to prepare bonus objectives, core competency reviews for the team where appropriate
  • Carry out any reasonable request made by the Team Manager
  • Coordinate team activities e.g. fam trips/ presentations/ rotas/ general updates if required
  • Maintain excellent communication lines with all members of the company
  • Participate in at least one company initiative that involves sharing best practice
  • Manage temporary or freelance support on a day to day basis when required
  • Analyse non-commissionable spend into venues and minimise where possible  

 

Skills required include:

  • At least 3 - 5 years relevant experience in the industry
  • Some previous supervisory or management experience is essential
  • Strong operational VF account experience is preferable
  • Excellent UK and Ireland venue knowledge 
  • Excellent client liaison and organisation skills
  • Excellent customer service skills and solutions orientated
  • Good keyboard and computer skills (Word, Excel)
  • Excellent communication and interpersonal skills
  • Must be numerate and experienced at managing budgets, preparing spreadsheets, costings, invoicing, taxes, etc
  • Ability to work on own initiative and also as a key team member
  • Good business development skills
  • Proven negotiation skills   
  • Flexible about working hours, to deal with any clients issues that may arise

What next:

Send us your CV with a covering letter, telling us why you are right for Banks Sadler. Look at the responsibilities and requirements listed above and tell us why you would make a great addition to our team. This is a full time position based in our London office. Salary dependent on experience, please let us know your expectations. No recruitment agencies please, we got this!