Why this role exists:
This role exists to ensure New Forest Shortbread’s events and shows are professionally managed, commercially successful and operationally efficient. The role is responsible for identifying and coordinating event opportunities, supporting brand growth through excellent event execution, and building strong relationships with customers and partners.
Job Overview:
The Show Administrator/Co-ordinator is responsible for driving the growth and operational success of New Forest Shortbread’s events activity. The role combines event coordination, relationship management and commercial planning with the organisation and delivery of shows, markets and promotional activities.
The role requires a highly organised, proactive and commercially aware individual who can confidently manage multiple priorities, maintain accurate systems and documentation, and represent the New Forest Shortbread brand professionally across all customer and event interactions.
The role holder will work collaboratively with the wider team whilst also taking ownership of agreed areas of responsibility and contributing towards agreed operational and commercial KPIs.
Key Responsibilities:
Event & Show Management
· Research, identify and recommend suitable shows, markets and event opportunities aligned with the New Forest Shortbread brand.
· Attend networking opportunities, events and customer meetings to support relationship building and business growth.
· Manage the booking of all events and shows, ensuring deadlines, requirements and payments are completed accurately and on time.
· Coordinate all logistics relating to events including venues, accommodation, travel and vehicle requirements.
· Negotiate best possible pricing, payment terms and value for all event-related costs and suppliers.
· Organise company vans for stock transportation and arrange additional vehicle hire where required.
· Ensure all events are appropriately staffed and rotas are organised in advance.
· Coordinate stock and equipment requirements for each event to ensure smooth operation on the day.
· Support the setup, organisation and operational delivery of events where required.
· Maintain an annual events calendar, ensuring opportunities are reviewed, prioritised and planned in line with business objectives and budgets.
Event Representation
· Attend and actively work selected events and shows as a representative of New Forest Shortbread, including setup, customer engagement, selling and pack down where required.
· Support event teams by demonstrating excellent product knowledge, customer service and professional brand representation.
· Use direct experience from shows to identify operational improvements, customer insights and sales opportunities.
Event Administration & Documentation
· Maintain and update event planning spreadsheets and documentation, including cost tracking and event performance records. Ensuring all operational, staffing, equipment and stock information is recorded.
· Ensure all event bookings, invoices and payments are accurately recorded within company systems including Xero and internal spreadsheets.
· Analyse event performance, sales outcomes and operational effectiveness, making recommendations for future improvements and event selection.
· Create, document and improve processes relating to events and shows to support consistency and operational efficiency.
Staff Coordination & Communication
· Coordinate staffing schedules for events using Teamup or other company systems.
· Maintain clear, timely and professional communication with team members, customers, event organisers and vendors regarding schedules, expectations and operational requirements.
· Support the recruitment, onboarding and training of event staff to ensure they represent the New Forest Shortbread brand professionally and confidently.
· Ensure relevant team members are kept informed of event updates, operational changes and requirements in a clear and timely manner.
· Ensure all event staff have the information, equipment and support required to perform their role successfully.
· Ensure upcoming events are planned and communicated sufficiently in advance to allow effective operational preparation, staffing and stock coordination.
Systems, Reporting & Commercial Analysis
· Maintain accurate, organised and up-to-date operational customer and partner records across all systems and spreadsheets and ensure accessibility.
· Monitor event application deadlines and maintain an up-to-date pipeline of future opportunities.
· Produce regular activity, sales and pipeline updates for management review.
· Analyse event performance, sales outcomes and return on investment, providing recommendations to support future decision-making.
· Monitor event costs and operational spend to support commercially sound decision-making.
· Identify opportunities to improve systems, processes and operational efficiency.
· Take ownership for following through and completing agreed actions and projects within required timescales.
· Escalate operational or commercial concerns appropriately and in a timely manner.
· Effectively prioritise workload and manage competing deadlines to ensure operational and commercial responsibilities are delivered consistently.
Additional Duties
· Support wider operational projects and business initiatives where appropriate.
· Undertake additional duties reasonably required in line with the needs of the business.
Person Specification
Essential Skills & Experience
· Strong organisational and time management skills with the ability to manage multiple priorities simultaneously.
· Excellent communication and interpersonal skills, both written and verbal.
· Experience coordinating events, projects or operational activities.
· Ability to build and maintain professional customer and stakeholder relationships.
· Strong attention to detail and ability to maintain accurate records and documentation.
· Ability to work proactively and independently whilst also collaborating effectively within a small team.
· Confident using systems, spreadsheets and business software to manage information and reporting.
· Ability to analyse information, identify trends and provide recommendations.
· Problem-solving mindset with the ability to adapt and respond to changing priorities.
· Ability to manage workload effectively and work to deadlines.
· Professional and confident representation of the New Forest Shortbread brand.
· Strong administrative skills and ability to manage large volumes of information accurately.
· Comfortable working with numbers, costs and basic financial reporting.
· Willingness to attend and work events, including occasional evenings and weekends.
· Full UK driving licence.
Desirable Experience
· Experience within wholesale, retail, food, hospitality or events industries.
· Experience using CRM systems, Xero or similar business software.
· Experience analysing sales or event performance data.
· Experience training or coordinating teams at events or shows.
Personal Attributes
· Proactive and self-motivated approach to work.
· Reliable, accountable and dependable.
· Positive and professional attitude.
· Calm and solutions-focused under pressure.
· Strong sense of ownership and responsibility.
· Comfortable communicating with a wide range of people and stakeholders.
· Flexible and adaptable within a growing business environment.
· Enthusiastic about supporting the growth and reputation of New Forest Shortbread.
Pay: From £21,149.44 per year
Licence/Certification:
- Driving Licence (required)
Work Location: Hybrid remote in Brockenhurst SO42 7RL
