Events & Retail Administrator

Venue & Location Hire
• Handle and coordinate effective response to initial client enquiries in a polite and professional manner by telephone and e-mail.
• Maintain and update all internal administration systems including the events diary, CRM system and Outlook, as well as maintaining all related paper and electronic filing systems.
• Collate relevant event details in a timely manner and communicate this information internally to other departments including: creation and distribution of event schedules, crew and guest lists and weekly updated confirmed event data.
• Collate supplier commission income for events with all invoices requested, logged and issued in a timely manner in order to achieve accurate finance reporting.
• Manage booking of guide lecturers and curators for events and early morning tours.
• Manage monthly and occasional booking of contractors, such as porter and cleaning duties, for events and all other departments when required.
• Administer all transport information for events such as raising and logging all taxi invoices in relevant databases and be prepared to perform routine transportation reviews and self-audits as required.
• Collate all staff overtime for events.
• Proactively manage the administration of the accredited supplier tender process and review supplier applications alongside the full Venue Hire Team.
• Proactively Manage all venue hire internal cultivations events to an exceptionally high standard within minimum impact to the building.
• Assist the Venue Hire Team, on occasion, with the operational support and management of client events and commercial filming and photography bookings.

Marketing
• Maintain events promotional and marketing material, including routinely updating website listings and filing images.
• Proactively create, plan and programme digital content for the department’s social media accounts such as Instagram.

Other
• Establish excellent relations with clients and their suppliers (e.g. caterers, florists, production specialists).
• Attend regular networking events, both on and offsite, with suppliers, venues and industry professionals.

Retail
• Support the Retail and Merchandising Manager with regular administrative duties.
• Assist the Retail and Merchandising Manager with collating data for regular sales reports and the biannual stock take.
• Assist with processing orders from the online shop as required.
• Monitor the Shop inbox, responding to customer queries as required.

Museum Website: https://www.wallacecollection.org/about-us/join-team/