Events Co-ordinator Vr/08687 - Cambridge, United Kingdom - Meyer-Scott Recruitment

Meyer-Scott Recruitment

Verified Company

Cambridge, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Events Co-ordinator FTC

Meyer Scott Ref:
VR/08687

Salary:
£29,000 - £32,000 per annum

Location:
Cambridge, Madingley (hybrid working, 2 days in office as a minimum)

Type:
Fixed Term Contract (maternity cover)

Our client is looking for a talented events professional to join our ambitious team to cover a maternity leave.

This position is a great opportunity for someone with a broad portfolio of event management experience, someone who is well-versed in designing and delivering events of the highest standard.

Role Overview

The University's hub centre provides event space for the West Campus users as well as across departments in the University.

These events range from regular bookings for use of the space, through to board meetings to conferences and evening receptions.

There are a wide range of clients for the West Hub spaces such as university events, to site tenants' events and full commercial fee-paying companies.

The role-holder has a pivotal role in processing bookings, issuing booking contracts, working with offsite site suppliers, and managing the event details on site working with the University's hub centre team in ensuring a smooth delivery to clients.

There can be multiple bookings within the centre as well as central teaching activity, the role holder will be the first point of contact in the administrative process as well as onsite.

The role holder will feed into reporting on occupancy with the Operations Manager and should have excellent attention to detail and an understanding of the Centre's strategic aims for the site and university community.

Role Purpose

The roleholder is required develop a detailed knowledge of the buildings booking policy across the variety of stakeholders, the capability of the building alongside public opening as well as an understanding of AV provision. Customer service is essential, and the role holder will need to manage expectations whilst delivering the clients goals.
Work with external suppliers and should understand managing external suppliers and an understanding of operational delivery of events and an awareness of Health and Safety requirements.
Provides administrative support to the senior management team and works alongside the

Operations Supervisor and Senior AV and IT Technician.

Undertake formal staff review and development processes, manage staff welfare issues, identify training and development needs of an individual or team, undertake formal performance management for individuals as required.

Main Duties and Responsibilities

Deals with all the center's space enquiries managing availability of spaces and balancing use of the space across the audiences and strategic aims of the centre. Ensuring an excellent client experience from enquiry to delivery to encourage additional bookings and repeat business.
The role holder will manage the events inbox and be first point of contact for in person enquiries and site visits of the space to convert event enquiries into bookings.
You will provide administrative support for all events in the building, from issuing contracts and invoices, managing the bookers via the booker platform, liaising with suppliers, sending out the supplier information, and ensuring RAMS are provided for external suppliers.
Receive large numbers of requests daily for information, bookings, amendments to bookings, special requests etc. The role holder is responsible for planning and prioritising their work so that clients are responded to in a timely manner and critical accurate up to date information is passed on to the operations team. Late responses to clients can result in lost business inaccurate information provided to operations teams would lead to mistakes resulting in the need to make refunds and potential damage to the West Hubs reputation. The role holder reviews the administrative processes and makes improvements as required in consultation with the Operations Manager.
Monitoring income and occupancy rates for the building.
Deal with the collation of all information for invoicing and ensure that the payments are tracked.
Attend the operations meeting each week with the bookings for the coming week and disseminate information required for operationally delivery across the center's Operations team, other building stakeholders such as Library and thirdparty commercial tenants.
Working in conjunction with the Operations Manager to obtain customer feedback, analysing data and providing reports and appropriate recommendations.
You will have a proficient level of Health and safety requirements for events including Risk assessments, capacity compliance and managing events within a building that is open to the public.
The role holder is required to have a proficient level of AV and production needs for events, with an understanding of the wider event industry and best practice for event delivery.

Working Conditions