Conference Coordinator
Closing Date: 04/05/2025

Major Duties: 

Role Priorities:

• To coordinate conference and events bookings and create a welcoming, professional and friendly environment for all visitors and University colleagues. 

• To work closely with Sales, Operational and other Facilities’ departments as necessary to deliver a consistent, high level of service throughout the customers’ time with Lancaster Conferences & Events+ and Food & Dining. 

• Recognise opportunities to maximise revenue, by up-selling and offering enhancements to create an outstanding experience for our visitors. 

• Prepare all visitor documentation in a clear and timely manner.  

Customer Service:

• To deal with all general conference enquiries, providing quotes and undertaking show rounds as requested. 

• To coordinate conference bookings and liaise with conference organisers to ensure customer expectations are met and services are requested. 

• To secure customers feedback on product quality and service levels, reporting back to line manager on a weekly basis. 

• To liaise and communicate with service providers to ensure standards and services are delivered as requested. 

• Prepare meeting rooms for customers and operate venues as required across campus and off campus. 

Sales and Budget Achievement:

• To maintain the conference diary ensuring capacity and revenue is maximised. 

• Up-sell products and services throughout the enquiry and bookings process 

• To assist in sales activities to meet the agreed sales and marketing strategies 

Administrative Tasks:

• Process all conference and events bookings efficiently using the relevant systems provided including taking payments. 

• To provide administrative support as requested including answering and forwarding telephone calls, responding to emails and supporting the Guest Rooms and Food & Dining Teams. 

• To produce invoices, statements and purchase orders and monitor in-line with Financial Regulations. 

• To assist in the delivery and development of Academic Event Solutions, including the conference registration package. 

• To operate and maintain accommodation booking services for individual guests during vacation time. 

Other: 

• Serve as the point of contact for Hospitality and Retail, and Facilities Departments'.  

• Act as Duty Manager according to business on a rotational basis. 

• To be available for work in all conference areas, as business demands, including evenings and weekends. 

• To undertake training and development as relevant for the role as requested. 

• Must have a full driving license to enable access to off campus locations. 

• Any other duties commensurate with Grade.
• This role includes lone working.

• Self-motivation
• Teamwork
• Time Management
• Verbal communication
• Written communication
• Flexibility
• Integrity
• Collaboration
• Multi-tasking
• Planning and organising