Senior Meeting and Events Coordinator (12-month FTC)

Job description

Role Purpose

The Meeting & Events Experience Coordinator oversees daily operations of meeting and events, ensuring a positive experience and high level of service for our clients.

Oversees daily operations of meetings and events, ensuring a positive experience and high level of service for our internal team and clients. In this role you are responsible for all meeting rooms and event spaces across lower ground level, ground level, level 1, 5.01 training room, and level 7 and adhoc support across levels 2 to 6.

You will oversea all elements of event planning and managements and work alongside a team delivering services such as: moving, setting up and striking furniture, decor, removable walls and event equipment.

This individual works with the meeting and events team to guarantee world-class experiences for Host clients and other important stakeholders.

The ideal candidate will have strong administration skills, good relationship building skills, highly organised from hospitality background.

Key responsibilities

• Taking full ownership of event bookings from handover to delivery, identifying requirements and expectations to create a seamless experience
• Regular checks and ownership of all event spaces, ensuring rooms are reset and all maintenance, cleaning or facilities issues are reported, followed up and resolved in a timely manner and to the highest standard
• Managing all event set-up, tear down and resetting of spaces, including moving of furniture as appropriate, liaising with Catering, AV and Workplace Experience teams and stakeholders during the planning process to ensure everything is in order. Conducting final inspections on the day of the event
• Working closely with Catering team to ensure quotations are accurate, within budget and signed off as appropriate to the correct business units
• Day to day supervision of Meeting & Events Coordinator
• Be a champion for the Condeco room reservation system to support training others and resolving day to day challenges user may face with bookings
• Working closely with the team event coordinators to ensure their bookings and events are managed at the highest standard and identify any efficiencies to ways of working
• Ensuring all absences from the events team are managed to ensure all events and bookers are looked after
• Managing the events inbox to ensure all emails are responded to by the team in a timely manner and filed appropriately

Person Specification/Requirements

• Strong understanding of event management and able to juggle multiple events at once
• Experience using online room/space booking systems
• Familiarity with event registration software
• Experience coordinating large events
• Capable of working with internal and external teams/suppliers
• Microsoft Office Suites - Intermediate level
• Organised with exceptional attention to detail and ability to achieve high standards of work with minimal supervision
• Articulate professional with ability to multi-task, effectively prioritise and execute tasks in a high-pressure environment
• Highly organized. Strong problem-solving skills. Highly adaptable and flexible.
• Ability to work independently with little supervision