Smart Group: Venue Sales Co-ordinator

This is an exciting opportunity to join a rapidly growing, privately owned group of hospitality, catering, venues and event management businesses. The candidate’s prime responsibility will be assisting with the sales of Smart Venues – Exclusive & Ticketed department. The venues are comprised of Evolution London and our seasonal venue sites. Seasonal Venues are comprised of the Exclusive Summer and Christmas venues portfolio, of which there are currently:

Summer

– Magazine London (exclusive events)

– Evolution London (exclusive events)

– Charterhouse Square (exclusive events)

– Somerset House Summer Season (exclusive events)

Christmas

– Magazine London (exclusive & ticketed events)

– Evolution London (exclusive & ticketed events)

– The Masquerade Club at 60 Great Queen Street (exclusive & ticketed events)

– The Gatsby Club at 60 Great Queen Street (exclusive events)

– Moving Venue Portfolio – Landing 42, Control Room A, Illuminate at the Science Museum & The Pelligon

The successful candidate will be a key member of the sales team, supporting the achievement of sales targets across both exclusive and ticketed events. They will manage a wide range of event enquiries, with guest numbers ranging from 8 to 4,000 attendees. The Venue and Seasonal Sales team works on diverse briefs, including conferences, awards ceremonies, dinners, parties, exhibitions, and product launches. The candidate will be responsible for delivering the functions outlined below to support business development and drive sales growth within the Smart Venues & Seasonal Sales department.

Administration

• Answering phones and assist with incoming enquiries
• Assisting the exclusive venue sales team in producing and amending proposals
• Day to day use and support on the CRM system (Sales Force) with a specific focus on assisting with logging opportunities and chasing leads
• Assisting with providing information for Weekly Sales Activity Reports and Monthly ‘What’s on Reports’

Reactive Sales

• Producing proposals using the sales teams P&L’s, tailoring them to the client and adjusting them where appropriate for pitches and presentations
• Attend at least one Evolution London event a month to engage with and understand the different set ups and venues Smart Group works within
• Attending ticketed & other events over the Christmas period & other times of the year

Proactive Sales

• Calling database for shared parties – calling historic data, reacting to enquiries
• Assisting the team with research on new potential leads and opportunities for the Smart Venues Portfolio
• Collating this research and then creating new leads on the CRM system for the team
• Host targeted new and potential clients at specific Battersea and Smart Group events throughout the year
• Assist with managing the guest list for the Battersea and Smart Group events throughout the year including advising the wider Group about hosting opportunities.
• Assist and support the team with promo events and track ROI. The candidate will be responsible for ensuring they are getting appropriate clients to the events and hosting them with the team.
• Assist with support with trade show events to showcase and promote the division throughout the year

Marketing

• Working closely alongside our Marketing department on new ideas for marketing, social media and marketing Smart Venues in the best possible way
• Ensure the drop box and iPad are kept up to date with all latest images, brochures and floor plans
• Assist with obtaining event case studies to be used for marketing collateral

Diary Management

• Maintain the event scheduler and CRM system (Salesforce) on behalf of the department
• Implement best practice processes for the CRM system and distribute to the Smart Venues department
• Ensure best practice processes are being used access the department

Staffing & Event Support:

• Ensure event personnel have clear and concise information regarding booking, confirmation, cancellations, and event details.
• Attend key events to manage on-site staffing, ensuring smooth operations.
•  Build strong relationships with staffing agencies to incentivise staff and establish a reliable core team.
•  Approve and sign off agency invoices while reconciling labour costs to event budgets.
•  Assist in forecasting and planning staffing levels for busy periods.
•  Maintain and manage staff uniforms, ensuring they are laundered and in good repair.
•  Coordinate staff food orders for events.

HR & Payroll Administration:

• Maintain and update staff records, ensuring compliance with tax, banking, and right-to-work documentation.
• Prepare and upload cost centre reports onto HR management software.
•  Support payroll processes, ensuring accurate allocation of labour spend to events.
•  Compile and submit weekly expense reports to the finance team.

Compliance & Training:

• Monitor training records for full-time and casual staff via our training software.
•  Ensure compliance with health & safety and food safety policies.

• Experience in sales skills is essential to this role
• Driven and passionate
• Pro-active thinker
• Advance excel skills
• Proficient in use of a CRM system such as Salesforce

At Smart Group, we value our teams, and as part of our commitment to creating a positive work environment, we offer the following benefits:

• Quarterly performance-related bonus
• Access to Medicash health plan, including dental, optical, 24/7 mental health support helpline, virtual wellbeing tools
• Complimentary shuttle bus to and from Canada Water station (morning and afternoon)
• Exclusive restaurants and bar discounts via the CODE app
• Fresh, healthy breakfast and lunch served daily by our in-house chef
• Starting holiday allowance of 22 days (plus bank holidays), increasing with length of service
• Free on-site parking at our Head Office
• Incentive trips for high performing employees
• Cycle to work scheme
• Recommend a friend scheme – earn up to £1,000 when recommending a friend to work with us
• Regular social events throughout the year
• Two complimentary event tickets per year and discounted tickets for friends and family
• Enhanced Maternity and Paternity Leave and Pay -subject to length of service
• Interest free travel loan
• One paid volunteer day each year

We believe in celebrating success, supporting wellbeing, and creating a place where everyone can thrive.

we’d love to hear from you! Apply now by forwarding your CV to talent@smartgroupltd.co.uk and become part of our team.