Meeting and VO Executive

Meeting and VO Executive

London, UK
• Posted 07 April 2025

Full time
• Start ASAP

The role is to manage incoming meeting room and virtual office sales enquiries, effectively communicating Orega’s benefits to prospective clients, securing meeting and virtual office deals and increasing revenue across both channels.

Work closely with and provide support to the Centre Teams and the Central Sales team. Build and maintain excellent working relationships with meeting room agents, brokers, and direct channels, and enthusiastically assist with additional tasks that contribute to the overall sales effort and the growth of the business.

As Meeting and VO Executive you play an important role in providing the first impression for Orega and serve as the first point of contact for prospective clients. High levels of customer service and satisfaction, meeting expectations and requirements of the customer and Orega, are key.

• Ensure activities and tasks are set, completed and closed within allotted time.
• Liaise with centre teams to confirm onsite meeting room information and uphold Orega standards in the following areas:
  • Meeting Room Capacities for different layouts
  • Meeting Room dimensions
  • IT equipment held in rooms (Plasma screen / Clevertouch screen / HDMI cables / VGA extension cables / conference phones)
  • Flip charts held at centre
  • Whiteboard equipment onsite
  • Stationery Box (Post-it Notes, Highlighters, Stapler, Sellotape, Paperclips, White Tack, Scissors & Multi plug charger) required in all rooms
  • Centre car parking costs or nearest car parking to centre
  • Meeting room images
• Maintain the CRM to the highest standards with good notes and all data fields updated.

• Manage centre reception and meeting room availability calendars effectively.
• Schedule viewings according to centre team availability.
• Arrange viewings and confirm that the centre team member conducting the tour has all relevant information.
• Call to confirm appointment time, date and any additional requirements for the next day if required.
• Provide enquiry information, update CRM record and appointment. Ensure full hand over of information post-viewing is received, recorded and the centre team and meeting room agent / broker are updated accordingly.

• Make outbound and answer inbound calls within the allocated time frames as dictated by the business.
• Follow up promptly and effectively to optimise all enquiries to full potential.
• Ensure correct contact details and full requirement information are recorded.
• Provide a consultative approach, qualify requirements and promote Orega products, catering and additional services.
• Confirm reservation time frames as dictated by the business, send out booking confirmations and communicate accordingly.
• Arrange viewing appointments, send out viewing confirmations and communicate accordingly.
• Assist with associated follow-up activities including proposals and contract negotiation.
• All communications should be carried out in a professional, courteous and timely manner.
• Ensure all Virtual Office qualification questions are adhered to and AML checks are carried out to the highest standard.

• Present meeting room booking statistics if required.
• Communicate and highlight relevant promotions as necessary.

• Attend and contribute to monthly meetings. These may be held outside of working hours.

• Ensure your team is reminded of their legal responsibility and duty of care for the health and safety of themselves and others by adopting safe working practices such that they do not put themselves, colleagues, clients or visitors at risk.

• Possesses a positive attitude and open communication style.
• Attention to detail.
• Computer literate.
• Good planning and organising skills.

• Influence and keep others on side.
• Positive attitude and energy.
• Act confidentially and operate with tact in multicultural environments.
• Self‑motivated and confident.
• Maintain control and perform during stressful situations.
• Initiative and drive.
• Attention to detail.

As Orega continues to grow, we strive to ensure that our culture remains vibrant and outstanding. Our core values have a huge impact on our business, the way we interact with each other and the work environments we work in.