Enclosure Manager

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 UK’s 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 management of all on-site enclosures for the major events inline with department goals, company policies and procedures, and within agreed budget and profit margins.

Develop and deliver all processes, procedures and site wide policies ensuring they are kept up to date with current practice and standards in relation to the enclosure products.

To ensure at all times the job holder has full awareness of the company’s customer care goals, and they use their best endeavours to ensure they are implemented through their own actions and attitude by, for example entering into the team spirit, having a polite manner and anticipating visitor requirements.

You will help grow and develop the enclosure products strategy throughout the event calendar, introducing new ideas and concepts and ensuring that they are represented at the right events with the right target audience.

KEY RESPONSIBILITIES

• Acting as the central liaison point for the enclosures operating over the major events.
• Operational responsibility for organising and documenting correctly all aspects of enclosures, site planning, security and stewarding, traffic management, Catering, entertainment and AV, cleaning, temporary facilities, emergency and contingency planning to post event evaluation and final account reconciliation.
• Responsible for the de rig of the event and ensure that the site and venue are returned to the venue in the same state it was handed over and complies with company standards.
• To manage the budget of each enclosure ensuring it is within the agreed budget sign off and the overall gross profit margin is managed.
• To liaise and assist with internal and external suppliers depending on enclosure requirements and be the main point of contact, controlling budget spent with suppliers and ensuring the correct documentation is filed and signed off.
• To assist in identifying and creating new commercial opportunities to broaden and build the business and maximise opportunities.
• Creatively look at ways of enhancing the enclosures from both the customers and business perspective to improve revenues, customer experiences and reduce costs.
• Accurately recording and communicating information to all stakeholders internally and externally, ensuring suitable operational plans are created.
• Source innovative ways to collate data on each enclosure to help support in the development and future strategy of them.
• Liaise and negotiate with suppliers/contractors, to ensure products and services are delivered on budget and to the best possible service standard safely.
• Reporting of all event financials to the Head of Hospitality. Conduct post event reconciliation, review and all feedback are acted upon to affect positive change with agreed action plans.
• Responsible for collating relevant Health and Safety information (Risk Assessments, Method statements etc.) where appropriate, including those from suppliers.
• Responsible for ensuring the required contractors have the suitable accreditation for the major events.
• Support in the planning of staffing and set up rotas for the enclosures, preparing briefs for the individual roles.
• Ensuring staff welfare is planned for all roles.
• Responsible for enhancing and developing in-house systems and processes.
• Responsible for ensuring all enclosure set ups are completed to company standards in readiness for the event dates.
• Give operational direction to the staff working in these areas, ensuring that there is sufficient staff cover at all the times.
• To ensure that relevant Food Hygiene, Food Allergen and Safety Regulations and Licensing laws are always adhered to as well as alcohol management plans are in place following the correct SCL policies.
• To host and attend operational planning meetings and event briefings as required.
• To support in championing areas of the department where required.

TEAM RESPONSIBILITIES

• To work as part of the team to develop others and to support workloads to ensure the commercial and operational success of the events.
• Create a positive, proactive culture and environment within the department.
• Promote at all times the professional image of the company by ensuring high standards of both professionalism and personal presentation.

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

• Ticketing Team
• Customer Service Team
• Sales Team
• Finance Team
• IT Department
• Venue Team
• Marketing Team
• External Suppliers

KNOWLEDGE, SKILLS AND QUALIFICATIONS

• Minimum of 3 years’ experience working within a Hospitality, Festivals or Event environment.
• Knowledge of operating on green field sites.
• Production and Project Management experience desirable.
• Experience within a medium to large scale event and/or venue environment
• IOSH Managing Safely (preferable)
• Personal Licence Holder desirable
• 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
• Proven leadership ability in managing and developing teams
• Excellent eye for detail, with strong organisational, time management & interpersonal skills
• Flexible approach in working hours – including weekends.
• Advanced computer literacy in Microsoft products
• Full clean UK driving licence
• Is clear and articulate in oral and written communication
• Demonstrates conviction in finding innovative approaches to solutions
• Accepts and meets stretching targets

SUSTAINABILITY

We don’t 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 venue’s 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.