Event Venues Coordinator - Oxford, United Kingdom - University of Oxford TSS

University of Oxford TSS

Verified Company

Oxford, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Location:

Oxford City Centre
Category:
Events
Vacancy Type:
Fulltime (temporary)
Pay rate:
£15.60 p/h + holiday pay
Web advert
Vacancy ID We are currently recruiting for a temporary Event Venues Coordinator to work on site at one of our centrally based departments starting ASAP for approx 12 weeks working Mon
Fri 9am
5pm and paying £15.

60 p/h- Duties:

Sales and marketing:

Develop and maintain a sound knowledge of all OUEV venues and services
Respond promptly and accurately to all enquiries as soon as possible, and within two working days of receipt
Interpret customer requirements and prepare bespoke proposals or information for their consideration
Conduct site visits for customers and their stakeholders as required throughout the sales and planning process
Proactively find opportunities to upsell and cross sell
Obtain quotes from third party suppliers and negotiate as required
Ensure sales negotiations and discounts comply with financial regulations and current policy with escalation to management as appropriate
Achieve personal finance targets in support of overall team targets (up to £3m)
Contribute to OUEV marketing and engagement activities which will include;

- ensuring website information is up to date
- curating and posting social media content
- participating in familiarisation trips and other such events
- attending virtual and in person networking events

Operations and communications:

Provide duty manager cover for events during normal working hours, evenings and weekends as required in line with current policy to include;
Ensure the venue is prepared as per the running order, which will involve manual handling and basic IT / AV knowledge
Being the customer's point of contact throughout the event, ensuring their needs are fully met and any concerns resolved
Supervising all on site staff belonging to Facilities Management, or agency, who are supporting the event
Providing direction to internal and external third party suppliers to ensure the smooth and safe delivery of their services
Providing preevent briefings to staff, suppliers and customers
Being the senior on site point of contact responsible for the venue and the smooth and safe running of the event
Ensure agreed service levels are maintained throughout event delivery and provide post event feedback to colleagues and stakeholders as required
Support the Event Venues Operations Manager by contributing to the production of the monthly staff rota, and where applicable, liaising with colleagues to ensure sufficient Facilities Support Assistants / Event Venues Assistants, are available to support the event.
Ensure IT systems and documentation is up to date at all times
Ensure that each event has an accurate, detailed running order and that all items on the running order are delivered
Ensure agreed service levels from colleagues and suppliers are maintained throughout event delivery and provide as required
Ensure communication with customers is polite, accurate and timely from the point of enquiry through to post event support

Quality and compliance:

Ensure you meet agreed service delivery targets (KPIs, SLAs) and timeframes for internal processes e.g. completion of booking contracts, approval of risk assessments, raising of invoices etc.
Proactively gather customer feedback utilising the tools provided
Contribute to a culture of continuous improvement, identifying areas where operational efficiencies and service improvements can be made
Ensure the relevant health, safety, and legal paperwork is in place for all events including risk assessments, method statements, booking contracts, and, terms and conditions
Comply with the dress code for the role when customer facing
Be responsible for the health, safety and security aspects of event operations including;
Ensuring relevant health, safety and security arrangements and processes are adhered to throughout the event
Being incident controller, handling emergency situations following relevant policy and guidance
Operating the fire panel incase of a fire alarm activation Liaising with internal and external bodies such as Security Services, the Proctor's Office, Thames Valley Police, and other law enforcement and security personnel

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Essential Criteria

Proven experience working in Events
Experience of supervising and providing direction to staff and suppliers
Proven track record of providing a high quality customer service
Experience of working in a fast paced environment Effective written and verbal communication skills with people at all levels and the ability to speak publicly at events