Events & Technical Project Coordinator - Birmingham, United Kingdom - Unique Venues Birmingham

Description

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Guidance

Role Summary

Unique Venues Birmingham (UVB) is a venture between Birmingham Repertory Theatre (The Rep) and the Library of Birmingham (LoB) to exploit the excellent conferencing and hospitality opportunities offered within the shared building on Centenary Square in the centre of the city.

The Events & Technical Project Coordinator works within the Sales & Events Office and is responsible for supporting the work of the Technical Events Manager & the Hospitality Operations Manager in delivering the overall aims and objectives of the company.

Main Duties and Responsibilities

The aim of your job is:

• To provide excellent customer service to customers and visitors of UVB
• To support the coordination of all UVB Events
• To deliver efficient and effective administration of the events & technical department
• To coordinate the activities of the operations & technical team
• To ensure excellent communication between departments and teams

What your main duties cover:

• Coordinate the delivery of all technical requirements and instructions as dictated by an events brief.
• Coordinate third party technical service providers to deliver technical support for events with a high technical demand.
• Coordinate and manage freelancer agreements, contracts and invoices.
• Upselling technical services to event organisers to drive profitability.
• Efficient and effective communication with The Rep's technical & production departments and the clients on all physical and technical matters relating to events in the theatre spaces.
• Forward planning and coordination of all resources required to deliver technical elements of all events.
• With the support of the Technical Events Manager, coordinate the Technical rota to deliver the events.
• With the support of the Technical Events Manager, administration to include staff and technical equipment cost proposals, cross charging as appropriate and settlement account paperwork.
• Set up and administer systems to ensure clear communication between the technical and operations teams and external contractors/suppliers.
• Undertake administration support in connection with health and safety matters for all UVB departments.
• Produce and circulate accurate notes from internal meetings and with client site visits.
• Produce equipment booking forms and raise relevant purchase order.
• Manage and coordinate technical bookable resources within Events500.
• Give general administrative support to the Technical Events Manager, Hospitality Operations Manager & Hospitality Director.
• Maintain the paper and IT filing systems within the sales & events office.
• For all events ensure all risk assessments are generated, circulated and stored.
• Administer timesheets for the technical departments.
• Actively participate in the Health and Safety Committee and attend all meetings.
• Purchase or hire materials, equipment and vehicles as required.
• Support and promote all company policy, with specific attention to Equality & Diversity, Customer Care, Health & Safety and Data Protection.
• All other duties as reasonably requested to ensure the smooth management of the Events & Technical department.

General Responsibilities:

• Adhere to and implement the guidelines, procedures and policies of the company as detailed in the staff policies (available from the staff intranet).
• Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture including playing active and positive roles in staff forums/committees.
• Be aware of, and comply with, rules and legislation pertaining to Health & Safety at work and abide by the procedures set out in the Health & Safety Policy.
• Be aware of, and comply with, rules and legislation pertaining to data security, and GDPR, at work and abide by the procedures set out in the Data Protection Policy. All staff are expected to demonstrate an understanding of, and adherence to, our safeguarding policy, including a duty to report any issues of concern. _As a manager in a customerfacing team, you would have a role in supporting staff who have concerns about the safety of vulnerable people, and ensuring that appropriate reports are made in accordance with Safeguarding Procedures._

Any Other Duties
The duties and responsibilities set out should not be regarded as exclusive or exhaustive.

The post-holder may be required to undertake other reasonably determined duties and responsibilities within the organisation which are appropriate with the level of the role without changing the general character of the post.

The post-holder may also be called upon to carry out duties that would not normally be associated with the post on a temporary basis where there is a strong organisational requirement for that to happen.