Attraction & Event Coordinator (Maternity Cover)

JOB ROLE;

Position: Attraction & Event Coordinator

Location:  Larkfield

Department: B2B Support Team

Company: Albatross Travel

Reporting to: Area Supervisor

Brief description of the role

The role of the Attraction and Event Coordinator (Maternity Cover) is to provide product support to the B2B sales and operations teams to sell, book and operate any tours which include any attraction, event or show. To be responsible for the overseeing of all bookings made and ensure deadlines are met and fulfilled. Also to be the main contact to our attractions, event handlers and ticket suppliers, strengthening the relationships between the suppliers and Albatross Travel.

Package

Salary £18k, 21 days Holiday pa (plus 3 days office closure and a day off for your Birthday each year), Pension, Childcare Vouchers, Employee Assistant Line, Travel concessions and more.

This is a part time role, working Wednesday/Thursday/Friday- 9am – 5pm in Larkfield.

Competencies for success

The Attraction & Event Coordinator will demonstrate:

• Must be able to work well on own initiative and within the team
• Organisation skills are essential as well as an ability to prioritise workload
• Effective communication skills (internal and external)
• Strong use of English grammar (written and spoken)
• Friendly and professional telephone manner
• Be able to work under pressure and to deadlines
• Be sensitive to client needs (internal and external)
• Able to take responsibility for own work
• Strong administration skills and attention to detail
• A desire to exceed expectations in customer service
• A passion for travel
• A willingness to learn and a desire to succeed
• Commercial awareness and the ability and confidence to negotiate
• A firm commitment to the Albatross Group’s Core Values, Vision and Mission

Main responsibilities (core areas of work)

• Being the first point of contact for the B2B sales, operations & marketing teams for any product knowledge regarding any shows, events and attractions in the assigned area.
• Ensuring any new events, shows and attraction information is shared promptly with the Albatross Travel & Europa sales teams via Yammer and is then entered onto the company’s booking system.
• Ensuring response time guidelines are adhered to and, when this is not possible, liaising with the relevant stakeholder to enable the client to be updated and keeping all colleagues informed with all aspects of the request.
• Providing quote, confirmation and research support to the B2B sales teams for all event, ticket and attraction enquiries within the assigned area. Including but not limited to:
  • Entering ticket, event and attraction rates, allocation and other relevant supplier information onto the company’s booking system, or other in-house distribution tool as required.
  • Ensuring all attraction, event and show screens are up to date including global terms and preferred booking suppliers.
  • Ensuring all Prime tickets and attractions are booked as soon as booking period opens.
• Be responsible for checking availability and making bookings and allocations for all Key suppliers i.e. Warner Bros, Mersey Ferries, Highclare Castle for all bookings and enquiries.
• Ensuring that the Warner Bros availability calendars are distributed to the sales teams on a weekly basis (London Only).

• Providing support to the B2B Operations teams by taking responsibility for all ticket, event and attraction bookings within the assigned area. Including but not limited to:
• Ensuring options are being held for all tickets and attractions required.
• Control and oversee all ticket release dates, prompting the ops teams to get payment and final numbers when required.
• Taking responsibility for booking all ticket, events and attractions when tours confirm or bookings open, including when new booking periods become available.
• Requesting all entrances and ticket allocations and negotiating rates and global terms with suppliers.
• Sending final numbers and advance payment to show suppliers in line with their payment/booking terms.
• Negotiate a driver’s free place when client numbers fall below supplier free place threshold
• Sending supplier cancellation correspondence when tours cancel due to low numbers etc.
• Adding consistent and relevant information to voucher notes where possible.
• Sending regular bulk updates to key suppliers.
• Assisting the Operations team to switch selling product where necessary.
• Assisting Operations with on tour calls.
• Providing support to the B2B Marketing teams by taking responsibility for all ticket, event and attraction bookings including but not limited to:
• Request marketing material including imagery and descriptions as appropriate to support marketing and the Information Coordinator.
• Assisting with brochure proofing when required.
• Loading any new attractions that may be included in any itineraries for marketing purposes i.e. brochure or E-Shots.
• Ensuring all event and tour class wording is correct and current in the booking system, taking responsibility when new classes/events need creating.
• Responsible for controlling event bookings/enquiries, such as Christmas Markets, Flower Shows, Royal Military Tattoo’s and shows. Ensuring the sales information is up to date and readily available and that the bookings are held and then confirmed.
• Constantly review and update estimated rates and inform sales once they are confirmed to be pulled through to quotes/tours.
• Collating, checking and advising on Intranet Links that B2B sales and operations teams need to be aware of.
• Be the primary point of contact for suppliers and individual brands for ticket, event & attraction enquiries.
• Loading any new attractions onto the company booking system ensuring all global terms and contact details are correct.
• Assisting the area contract managers with preparing for brochure briefings.
• Maintain and build strong supplier relationships whether by telephone or face to face.
• Ensuring that the company booking system is kept completely up to date with relevant information and supplier/product loaded in the correct place in the system.
• Checking and signing supplier contracts where necessary.
• Continually building and improving product knowledge, including attending contracting trips and familiarisation events, when required.
• Controlling and requesting staff concession request for attractions in the assigned area.
• Negotiating with suppliers to maintain and improve Gross Trading Profit.
• Provide cover to the team and support during peak periods and annual leave.
• Complete actions from Support business plan as necessary.
• Maintaining a clean and orderly workspace and workplace.

Please note that this list is not exhaustive.  At times the job role may be altered to help others complete their duties.

What does success look like?

• Working effectively with B2B sales, operations, contracting and accounts teams.
• Offering clients the best value for money whilst ensuring that they are happy to work with us year after year.
• Clients are providing us with great feedback.
• Suppliers are providing us with great feedback.
• The department has delivered improved service levels for our key relationships.
• You lead by example and are respected by your team members.

• A clean database and more accurate categorising of suppliers.
• A clean and up-to-date Task Pad.
• Increased number of clients and suppliers working with The Albatross Travel Group.
• Achievement of Sales and Gross Trading Profit targets.

• We are ‘Albatross People’ and support our core values.

Key Performance Indicators/Measures

• Input of key attraction rate sand information is relevant and up to date
• Accurate and effective support and knowledge transfer regarding tickets, events and attractions to commercial teams
• Adhering to Albatross response times.
• Staff Surveys.
• Supplier Feedback.
• Client Feedback.
• Achievement of the Support Team key actions.

Key relationships/clients

Internal: 

Line Manager

All B2B Teams – Albatross Travel/ Albatross Europa/ Marketing

All Service Teams – Group Contracting/ Supply & Service/ Accounts and IT

Chief Executive & Managing Directors

External:

All key stakeholders to include existing and future, suppliers and clients.