Club News

VACANCY: Conference & Events Coordinator

Opportunity to work at The Hawthorns


West Bromwich Albion club is a well established professional football club, playing in the English Premier League. The club was founded in 1878 and became a founder member of the Football League in 1888. 

Due to the Club becoming increasingly well entrenched in the Premier League and in order to keep pace with the Club's ambitions for the years ahead, West Bromwich Albion is continually looking to evolve and strengthen our commercial foundations as a vital component of creating future growth for the club, both on and off the field.

The Role

Reporting to the Head of Catering you will be responsible for the co-ordination of Conference & Events whilst delivering excellent customer service.  You will guide and advise your customers in relation to hosting an event at The Hawthorns. Gaining commitment and respect from all departments of the business is essential to operating successfully.

You must be extremely customer focused, well organised and you will possess exceptional communication skills both written and verbal with all stake holders, the Department operates in a very competitive market and your attention to detail and standards of service at all levels must be exceptional. 

You will be expected to work evenings and weekends as and when required and receive in house training for the position.

Previous knowledge of the Conference and Events business preferred but not essential.


Customer focused and prepared to go the “extra mile” for your clients with a “can do” attitude

It is essential, that you can work as part of the operations team whilst working with your clients, identifying and advising on their needs to ensure the best experience possible is created

To conduct client viewings of the facilities with existing and new potential clients ensuring suites are prepared in line with company standards

To produce accurate function sheets to the set deadline, confirming all event timings, numbers and requirements, ensuring that all information is imparted and available to the Operations Team

From your function sheets you will conduct a detailed weekly operations meeting discussing the following weeks events

On the day of an event/s make it your business to meet each client to ensure their expectations are being exceeded

To issue weekly summary reports to all Heads of Department

To ensure last minute and cancelled bookings are communicated to the operations team and each department

Produce a weekly audio visual list of requirements (cross referencing against client’s requirements) and forward this to the nominated audio visual company, no later than Thursday of each week (for the following week)

Produce a weekly list of security requirements (cross referencing against client’s requirements) and forward this to our nominated supplier no later than Thursday of each week (for the following week)

To ensure other services a client may request are booked for their event

To contact each client following an event to gather essential feedback and establish future bookings at the venue

Manage all internal bookings for all Club personnel

To actively target existing clients for private functions/events hosted by the Club (i.e. Mother’s Day, Father’s Day, Christmas parties etc)

To carry out a regular Competitor Analysis (every 3 months) in order to ‘benchmark’ the business against other Conference & Events venues, and to have a full understanding and knowledge of our place within the current marketplace

To prepare relevant paperwork to implement client contracts

To ensure client payments are in line with company standards and actively pursue outstanding debt

To actively up sell products and services to clients, therefore maximising sales opportunities

To understand the facility and its capabilities 

To deal with customer queries, issues or complaints in a courteous and timely manner

To advise clients on the venues Health and Safety procedures

Ensure you work within the Health and Safety Regulations and safe working practices in accordance with current legislation and as detailed in the Company Health and Safety Procedures

To ensure invoices are checked and correct before being posted to clients


£18,000 per annum OTE £20,000


Applicants should apply by sending their C.V. with a covering letter stating why they are suitable for the position to Simon Murphy, Head of Catering, West Bromwich Albion F.C., The Hawthorns, West Bromwich, West Midlands B71 4FL, or email No agencies.

Closing Date 3rd February 2017