Events Coordinator

Job Description

Start Date: TBC

Organisation:Coexist CIC

Place of Work:Hamilton House, 80 Stokes Croft, BS1 3QY

Duration:Permanent

Hours: 28 hours p/week. Three set weekday shifts (Wednesday-Friday) of 8 hours each and one weekend shift of 4 hours (Saturday). Overtime hours will be available during busy periods

Wage: £17,160 pro rata

Line Manager:Lee Wood, Events Manager

Application:Please sendCV and cover letter to: by 9.00am, Monday 25th July 2016

Interview date:Wednesday 27th July 2016

Core Purpose of Coexist:

The primary purpose for all that work at Coexist is to create space that best provides for the community.

Core Purpose of the Role:

Delivering a successful service to our community by offering space for meetings, workshops and supporting the delivery a programme of events.

Key Responsibilities:

Event Planning & Administration

  • Gather all required information from venue hirers to facilitate successful events and meetings at Hamilton House.
  • Ensure all requirements are captured in the Artifax booking system and amendments are recorded accurately.
  • Provide accurate quotes for spaces and services used and issue invoices upon agreement from the hirer.
  • Ensure all requests for catering and additional staffing are submitted in a timely manner.
  • Ensure all hires can take place with due consideration for other building users and that noise curfews are observed.
  • Work effectively and flexibly with the other Event Coordinator to ensure our 7-day operation is effectively planned, staffed and delivered.
  • Support the ongoing improvement of our developing administrative systems.

Event Delivery

  • Set up and clear all rooms in required configuration ensuring they are safe and attractively presented.
  • Set up and replenish hot and cold refreshment stations at agreed times, ensuring service areas are left clean and clear.
  • Manage working hours flexibly to ensure cover for all bookings.
  • Set up and clear available AV equipment, providing usage instructions to hirers or other members of the team.
  • Undertake light cleaning duties to refresh spaces for further use.
  • Ensure all Coexist resources and equipment are safely and securely stored when not in use.

Customer Service

  • Provide advice and support before, during and after and event to ensure the best outcome for Hamilton House, the hirer and their guests.
  • Effectively and promptly handle complaints to ensure the best outcome for the hirer and Hamilton House.
  • Meet and greet hirers by providing an orientation and safety induction
  • Provide clear and detailed information to bank staff working on events, to ensure consistency of service.
  • Promote our spaces and services during venue show-rounds with prospective hirers.

Other

  • Support other members of the Coexist team in planning and delivering internal/programmed events.
  • Contribute to planning meetings including a weekly events team meeting
  • Proactively support the events team in achieving the monthly financial target
  • Attend overnight ‘vision days’, training days and optional board meetings.
  • Provide lunch cover once a week to support the running of Coexist’s front of house reception

Personal Qualities:

-An enthusiastic, creative, fun and friendly approach to work

-Good level of health and mobility appropriate for a physically active role

-Clear, open and personable communication

-Helpful, reliable and responsible

-Tidy, approachable appearance

-Solution focused

-Committed to the values and ethos of Coexist

-Able to use own initiative and creativity to find powerful solutions

-Open to in-house training and developmental opportunities

Skills and Experience:

-IT literate. competent user of officeprogrammes

-Experience in a customer service environment

-Inspiring self-leadership skills, energy and positive assertiveness

-Confident, efficient communicator both verbal and written. Great telephone manner necessary

-Great organisational skills with the ability to remain relaxed and effective in a busy environment

-Focused, with good attention to detail

-Interpersonal skills with an ability to develop good rapport in all relationships

-Ability to work effectively, individually and as part of a team

-Ability to delegate

Desirable Skills:

-Experience of safe and competent handling and use of audio-visual equipment in conference, music or theatrical contexts

-Experience of Artifax booking system

-Experience of Xero accounting system

-Health & safety/risk assessment training