Epsom College - Commercial Operations Coordinator

Summary

Epsom College is seeking a highly organised and customer-focused Commercial Operations Coordinator.

Detail

A highly organised and customer-focused Commercial Operations Coordinator required to support this key department within the College. The Commercial and Events Department provides both operational and administrative support to deliver a busy and varied programme of events. The position will work alongside the existing Senior Commercial Operations Coordinator ensuring, during term time, these are primarily internal and school-led, while holiday periods see the College host a wide range of external hires including residential lettings, sports programmes, weddings, and celebratory occasions.

This is a varied and rewarding role for a candidate seeking to contribute to event management within a dynamic and professional school environment. The postholder plays a key role in supporting the Director of Campus Operations in the planning and delivery of this complex schedule. They will be responsible for both the operational and administrative aspects of event delivery, ensuring that all events run smoothly and meet the high standards expected by the College and its clients.

Key responsibilities include liaising with prospective clients, coordinating logistics, managing bookings, and ensuring compliance with safeguarding and health and safety policies. The successful candidate will be comfortable working across departments, engaging with clients and stakeholders, and contributing to the commercial development of the College.

A proactive, positive, and flexible approach is essential, along with strong administrative and communication skills. The role requires a high level of attention to detail and a customer-focused mindset. Previous experience in event delivery would be highly beneficial.

The school holiday periods are particularly busy, and the postholder will need to be flexible with their working hours during these times to meet the demands of the role. Occasional evening and weekend work is required to support key events and ensure continuity of service.

This is more than a job, it is an opportunity to help shape the experience of visitors and students, and to play a central role in the College’s commitment to excellence and hospitality.

Key responsibilities:

Client Liaison and Coordination

Act as a primary point of contact for prospective clients.

Arrange and conduct site tours, providing detailed background information about College facilities and services.

Discuss costs and terms with the Director of Campus Operations and clients, ensuring clarity and professionalism.

Issue "Agreement of Hire" documentation and collate all required paperwork (e.g., KCSIE policies, public liability insurance, risk assessments).

Event and Booking Management

• Manage bookings and any amendments using the College’s online booking systems for rooms, services, subcontractors, transport, and facilities.
• Issue regular lettings schedules to relevant departments and Heads of School.
• Hold pre-arrival meetings with clients and coordinate with Heads of Department (e.g., Facilities, IT, Catering, Grounds, Estates) to ensure all operational needs are met.
• Communicate effectively with House Mistresses/Masters and Matrons regarding boarding house requirements during lettings.
• Provide clients with detailed itineraries, including room and bed lists prior to arrival.

Operational Leadership and Compliance

• Deliver an end-to-end process and on-the-ground operational management for internal and external events, ensuring smooth execution and exceptional service.
• Ensure full compliance with College policies by:
• Managing and tracking documentation.
• Providing status report updates to relevant Heads of Department.
• Reporting and following up on faults or damages via the EVERY Reporting System.

Programme and Course Management

• Assist with the administration and delivery of Epsom College’s short holiday courses (e.g., multi-sports), managing bookings, liaising with parents, handling financial and data reporting, and providing pre- and post-course customer care.
• Support the operational and administrative delivery of the Residential Lettings Programme, including pre- and post-event planning and day-to-day management.

Commercial Development and Administration

• Monitor income and track progress against commercial targets, reporting regularly to the Director of Campus Operations.
• Collate weekly timesheets and submit payment details to the Payroll Manager (where applicable).
• Assist the Director of Campus Operations and Human Resources department with the recruitment and selection of staff for commercial activities, including temporary roles.
• Identify and develop new commercial opportunities in collaboration with the Director of Campus Operations.
• Work with the Marketing department to promote and enhance commercial services, activities and visibility.
• Work alongside the Director of Campus Operations to monitor event costs, maximise profitability, and provide clear, data-driven reporting.

General Duties

• Support the Director of Campus Operations with new initiatives, lettings, camps, and other commercial activities as required.
• Undertake any other reasonable tasks required by the Headmaster or Chief Operating Officer in relation to the role.
• Carry out all responsibilities in line with safeguarding protocols and procedures.

Epsom College is committed to safeguarding and promoting the welfare of children and young people and expects all staff to share this commitment.

Skills, Experience and Qualifications

Essential

· Proven experience of working in events/hospitality as an organiser/planner in a customer focused role;

· Demonstrate outstanding administrative and organisational skills with a high degree of attention to detail;

· Evidence of operational event delivery and the ability to work under pressure;

· Demonstrate a good standard of numeracy, and excellent literacy skills at least to GCSE standard are required;

· Display excellent written and spoken communication skills, including an excellent telephone manner;

· Show excellent ICT skills (including the ability to use a range of relevant software packages such as Word, Excel and Outlook, and databases);

· Empathy with the values, customs and aspirations of Epsom College, and a ‘can-do’ attitude;

· A flexible approach to work, in terms both of responding to changing or unforeseen circumstances and being willing to work outside regular hours as the need arises;

· Present a professional appearance and a friendly approach and a recognition of the need to be an ambassador for the College;

· A proven ability to identify and complete work independently, demonstrating flexibility and adaptability in meeting changing needs and priorities;

· Demonstrate evidence of diplomacy, discretion and professionalism;

· A higher education relevant qualification;

· Experience of working within the Independent Education sector.

· Understanding and commitment to College’s safeguarding procedures.

The selection panel reserves the right to enhance any or all of the desirable criteria to attain a manageable field.

Documents

• 11_25 Commercial Operations Coordinator - Job Description PDF Document